Executive Assistant

at  University of Alberta

Department GPS Faculty of Graduate & Postdoctoral Studies
Salary range $54,764.33 to $73,940.15
Hours per week 40
Grade 7
Posted date September 16, 2024
Closing date September 30, 2024
Position Type Full Time - Operating Funded

MINIMUM QUALIFICATIONS

• High school diploma and post-secondary training in office administration or a related field.
• 3 years of progressive experience in executive administrative roles with recent work within a post-secondary environment or a large organization.
• Proficiency in Google Suite (Google Docs, Drive) and Microsoft Applications (Word, Excel) required.
• Ability to work well under pressure and to meet deadlines while maintaining a high level of attention to detail.
• Demonstrated analytical and problem-solving skills and ability to prioritize.
• Initiative, strong capacity, resourcefulness, and a willingness to accept responsibility.
• Exceptional interpersonal and communication skills, both written and verbal, with the demonstrated ability to interact professionally.
• High level of discretion and professionalism in handling sensitive and confidential information.
• Ability to work independently and as part of a team in a high-pressure, fast-paced environment.

PREFERRED QUALIFICATIONS

• Experience with student administration systems technology in a post-secondary environment (ie. Campus Solutions, PeopleSoft) is considered an asset.
  At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
  We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
  The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.
  Note: This opportunity will be available until midnight September 30, 2024, Edmonton, Alberta local time

DUTIES

Support for GPS Associate Deans (ADs)

• Calendaring and Schedule Management, including Department Chair Searches and ProDean cases.
• Triages the Associate Dean’s confidential inbox and books appointments for ADs with students. These are often confidential and sensitive issues or situations that require a high degree of professionalism and discretion. Prepares student files for meetings, and keeps accurate records of student interactions.
• Anticipates, and prepares meeting documents, support materials, briefing notes, and agendas for meetings in advance; supports the preparation and readiness of the ADs, including taking notes/minutes as required.
• Takes the initiative to provide a high level of support for the 4 GPS Associate Deans and their portfolios and projects, in line with the strategic priorities of the faculty.
• Assists ADs with booking travel and processing expense claims.

Meeting Support and Event Planning

• Supports Faculty events, serving as administration and logistics support, and assisting with the setup and executive of events.

  GPS General Office Support

• Provides backup support for the Central Graduate Advisors to ensure coverage, and maintains a high level of service.

• Triages student and postdoctoral fellow inquiries and requests to the applicable units within GPS (including Admissions, Program Progression, Professional Development, Awards, and Fees), and to various campus partners, as applicable.
• Provides executive coordination backup support for the Dean and Vice-Dean when necessary.
• Serves as the first and main point of contact for students and departments during a GPS Academic Appeal and coordinates the complete process, ensuring processes and procedures are followed.
• With IST, coordination of the evergreening process for the faculty.
• Orders and sets up computer equipment; and assists with troubleshooting.
• Orders and maintains supplies.
• Submits and coordinates building maintenance and facilities requests, including acting as the TEMS contact and coordinating building access.
• Special projects and support for the faculty, as appropriate.

The Faculty’s role is to:

• Provide leadership in graduate education, working in creative partnership with Colleges, Faculties, and Departments;
• Ensure that high standards of scholarship are maintained;
• Provide an exceptional graduate student experience through strategic initiatives in areas including targeted programming for both students and supervisors, internship placements and other professional development opportunities, and support for graduate student mental health and wellness; and,
• Administer over $28 million in scholarships and awards every year