Career Services Administrative Assistant

Competition 1394

This competition is restricted to internal applicants of the University of Alberta. 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 one year plus a day with the possibility of extension and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - This role is hybrid with a mix of remote and in-person 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 

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 

This position provides administrative support to the Faculty of Law Career Services. The incumbent is responsible for the day-to-day administration of the Career Services office, including greeting visitors, responding to phone and email inquiries, assisting with Career Services communications, including the website, promotional materials, weekly newsletters, and assisting with Career Services events.

Duties 

• Process incoming and outgoing mail, answer phones and respond to routine and general inquiries, greet visitors to Career Services directing inquiries and/or visitors to the Manager, Career Services, or Career Services Officer as appropriate.
• Contact students and recent JD graduates to obtain employment status information and create an Excel workbook to compile employment status statistics, and enter and analyze data.
• Update law firm details, including contact information and hiring needs, and assist the Manager, Career Services, with scheduling employer outreach meetings and firm hop receptions.
• Maintain office equipment, including troubleshooting photocopier and phone issues and the inventory of office supplies and orders supplies, contact Facilities & Operations regarding maintenance issues.
• Assist with Career Services communications, including weekly newsletters, promotional and event material, ensuring the website is updated as required, draft routine correspondence for the Manager and Career Services Officer, and create Google slides for Career Services presentations to students.
• Organize Career Services events in collaboration with Law's Events/General Administrator, assist with identifying and securing appropriate venues, catering, promotional material, event set-up, and tear-down, create event invitations and Google sign-up sheets, and follow up on RSVPs.

Minimum Qualifications

• High school diploma
• Minimum six months of administrative experience.
• Proficient computer skills including Microsoft Office and Google applications.
• Ability to set priorities and manage changing/conflicting priorities and tight deadlines.
• Ability to take initiative and work independently.
• Ability to work accurately with attention to detail.
• Ability to embrace change, adapt to new information, and work proactively and positively in an evolving organizational context.

Preferred Qualifications

• Experience drafting, reviewing, and editing written material in an academic setting is preferred.