Faculty Services Assistant - Law

Competition 1341

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 has a term length of 1 year plus 1 day with a possibility of extension and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - Work primarily takes place at North Campus, Edmonton.

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 Faculty of Law

Founded in 1912, the Faculty of Law is the oldest law school in Western Canada. Faculty members of the University of Alberta, Faculty of Law are recognized nationally and internationally as leading scholars and teachers, and lead by example in their service to the university, legal, and civic communities. The Faculty enrolls approximately 525 Juris Doctor students and operates a robust graduate program. The Faculty of Law is also home to four research groups that contribute research, ideas, innovation, and policy expertise to important areas of public concern: the Wahkohtowin Law Governance Lodge, Health Law Institute, Centre for Constitutional Studies, and Alberta Law Reform Institute.

Position 

Under the general direction of the Faculty General Manager, the Faculty Services Assistant is responsible for providing a broad range of administrative support to Law faculty members and staff. Responsibilities include greeting visitors to the Dean's Office, controlling and signing out building keys, managing proximity card access for faculty, staff, and students, coordinating room bookings, mail distribution, minor facilities maintenance, assisting with exam viewing, and acting as backup for other administrative positions in the Dean's Office.  In addition, this position is responsible for initiating purchase requisitions and vendor payments, initiating travel and expense claims for the Dean when required, and accessing the University's Shared Services to initiate routine financial and human resources transactions with input from the faculty's Finance Partner and/or Faculty General Manager.

Duties 

• Processes incoming and outgoing mail and arranges for couriers as required Evaluates incoming calls and emails, and responds or redirects as appropriate
• Responsible for controlling Law Centre building keys, oversees key sign-in and sign-out, responsible for key deposits, and prepares key and lock-related work orders for the Faculty of Law
• Manages swipe and proximity card access and key distribution to the Faculty of Law building and rooms and determines security levels for all faculty, staff, and students (600+ users)
• Acts as primary room booking contact for the Faculty of Law including receiving requests, checking for conflicts, and scheduling bookings in the internal calendar
• Photocopies, prints, and collates documents for faculty members and senior administration, submits orders to external printing services as required and maintains photocopiers, troubleshooting as necessary, adding new users, and ordering supplies
• Prepares and follows up on work requisitions for routine building maintenance Contacts maintenance desk for all service requests
• Creates, updates, and distributes building signage
• Distributes and posts building notices (e.g. shutdowns, etc.)
• Liaises with suppliers as necessary (paper-shredding services, Grand & Toy, external printing providers, etc.)
• Acts as the point of contact for pick-ups and drop-offs at the Dean’s Office
• Orders office supplies, business cards, letterhead, name plates, name badges, stamps, etc. for faculty members and staff proactively and on request; organizes supply room and ensures supplies are adequately stocked
• Initiates purchase requisitions, purchase orders, invoices, and vendor payments
• Initiates travel and expense claims for Dean when required
• Assists with the initiation of routine financial transactions, escalates more complex issues to Finance Partner and/or Faculty General Manager
• Initiates appointments for new employees
• Assists administrative staff in Law with tasks as required

Qualifications

• High School Diploma, preferably supplemented with some related administrative post-secondary coursework
• Two years of experience in an office environment
• Accurate keyboarding (data entry skills), computer proficiency in MS Office (Word, Excel, PowerPoint)
• Well-developed communication and interpersonal skills
• Experience in problem-solving and decision-making Ability to maintain confidentiality
• High level of accuracy and the ability to prioritize conflicting tasks and work within set deadlines