Executive Assistant

Competition 1245

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - Work primarily takes place at North Campus, Edmonton. This role is hybrid with a mix of remote and in-person.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Department

The Alberta Diabetes Institute (ADI) is a purpose-built facility (opened in 2007) which conducts interdisciplinary research to better understand diabetes and to develop better approaches to its prevention and treatment.

The institute is home to outstanding researchers from several faculties examining diabetes from the level of molecules and cells, through human studies to population health.

The ADI may be best known as the home of the Edmonton Protocol and the centre of excellence in islet biology and transplantation. The recent recruitment of Dr Rebecca Hull-Meichle as the Canada Excellence Research Chair in the Islet Micro-environment adds further depth to this area of expertise. The Institute enables the University of Alberta to maintain and grow its reputation for diabetes research on the global stage.

Position 

The Executive Assistant (EA) will provide support to senior academic leaders within the Alberta Diabetes Institute, reporting to both the Charles A Allard Chair in Diabetes Research (Dr. Peter Senior) and the newly appointed Canada Excellence Research Chair (CERC) in the Islet Microenvironment (Dr. Rebecca Hull-Meichle).

This will require calendar management, preparing and tracking of meeting materials and action items, providing response to queries and written correspondence. The EA will independently update and maintain the Chairs’ curricula vitae, prepare their faculty annual reports for submission to their respective departmental Chairs, prepare reports for granting agencies, and process any expense claims related to research activities, travel or invited guests.

For the Charles A Allard Chair, they will provide executive support directly related to the activities of the ADI, one of the University’s most prolific Institutes. They will be required to liaise with senior university or external administrators as well as high-profile visitors and dignitaries to the ADI.

For the CERC, the EA will serve as the program administrator for one of Canada’s most prestigious research awards. They will be responsible for setting up project-related accounts and tracking funding received, as well as project-related expenses. They will assist with purchases and infrastructure projects and will assist with human resource issues related to staff or trainees supervised by Dr. Hull-Meichle. They will liaise with senior university and external administrators to ensure the smooth functioning of the numerous collaborative aspects of the CERC program.

Duties 

• On a daily basis, be the first point of contact for telephone and email inquiries. Independently respond to urgent requests and bring forward those items that require Chairs’ attention
• Plan and coordinate the Chairs’ travel to national and international scientific meetings and academic visits to other universities. Initiate and prepare detailed travel itineraries and provide all required documentation needed for each of their travel itineraries
• Keep track of professional memberships and keep them up-to-date
• Keep each Chair’s CV (curriculum vitae) and common CV updated with relevant information (e.g., scientific journal publications and abstracts, grant applications and award notifications, invited speaker engagements, involvement on committees, etc.)
• Understand scientific granting agency requirements (e.g., CIHR, CFI, NIH) for the preparation of applications (both online and hard-copy)
• Independently complete the non-scientific portion of grant applications

For the CERC appointee:

• Work with the Research Services Office (RSO) to set up accounts related to CERC program funding and maintain the balance sheet of funding input and related program expenses
• Use SupplyNet to generate purchase orders and pay invoices 
• Reconcile accounts and credit card statements monthly
• Help organize competitive bids for equipment purchases or infrastructure projects

Qualifications

• High school diploma and Office Administration Certificate.
• 3 years of progressive administrative experience.
• Computer proficiency in a Windows environment using MS Office, Google Suite, and Zoom.
• Strong communication skills and attention to detail are required.
• Excellent interpersonal skills coupled with problem-solving skills; effectiveness working independently or cooperatively as a team member.
• Adaptable and flexible in a changing environment with competing priorities.
• High level of tact and discretion; maintain and ensure absolute confidentiality.