Administrator, Holodomor Research and Education Consortium

Competition 1505

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 login 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 and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - Work primarily takes place at the Canadian Institute of Ukrainian Studies, Toronto, Ontario.

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 Holodomor Research and Education Consortium (HREC) promotes the research, study, and understanding of the Holodomor  - the Famine in Ukraine of 1932 -33. HREC was established in 2013 with the generous support of the Temerty Foundation as a project of the Canadian Institute of Ukrainian Studies (CIUS), University of Alberta. The HREC mandate is carried out by CIUS staff in Toronto and Edmonton offices and researchers in Ukraine. The HREC Research component conducts and promotes research on the Holodomor and related topics and engages scholars and institutions across disciplines through conferences, grants competitions, fellowships, translation and publication programs, and other outreach activities. The HREC Education promotes the inclusion of the Holodomor in curricula and at educational institutions. HREC ED develops instructional materials and trains educators across Canada, the USA, and Ukraine in best practices for teaching the Holodomor and works with ministries of education, school boards, administrators, and history and social studies curriculum leaders across Canada. https://holodomor.ca/

Position 

The position will be responsible for day-to-day management of the HREC office and support to the HREC program (80 percent); and provide administrative support to the CIUS Toronto office (20 percent).

Duties 

HREC Program Operations

• Creates and maintains spreadsheets and databases for competitions (grants, Conquest Prize, Post Doc). Prepares standard and develops customized reports as necessary, as directed by the Executive Director of HREC.
• Maintains and manages records, contracts, subscriptions, association memberships, payments, and credit card reconciliations.
• Organizes meetings, conferences, seminars and special events on behalf of HREC, including virtual meetings. Produces communications with those involved in these meetings and ensures relevant payments are made.
• Coordinates arrangements for HREC/CIUS-related travel.
• Provides administrative support for standing and special meetings. Prepares documents and agendas as directed. Anticipates and prepares supporting materials. Distribute meeting minutes.
• Coordinates events, including the Annual Ukrainian Famine Lecture, and visiting scholars' lectures.
• Supports visiting scholars as needed, including arranging accommodations, workspace, and compensation.
• Serves as recording secretary to committees, including the Grants Committee.
• Manages procurement of office equipment and supplies.
• Prepares documents for hiring/engaging vendors and contractors, including translators, editors, proofreaders, designers and liaises with them as necessary to ensure smooth workflow and payment.
• Organizes competitions, including Research Grants Competition, Post-Doctoral Fellowship, and Conquest Prize, including updating award information and publicizing, communicating with adjudication committee, producing reports, and ensuring payments.

Administrative and Communications Support

• Acts as the first point of contact for HREC and responds to inquiries about the HREC program.
• Screens, directs, and processes phone, electronic, and in-person queries. 
• Drafts and/or generates routine communications. Gathers information from office records to draft emails, memos, and other documents for supervisor review.
• Maintains/updates websites, newsletters, and social media. Creates new web pages when required.
• Develops and maintains contact lists for information distribution.
• Organizes archival, research, and office materials as well as materials for publications.

Document/Materials Development

• Proofreads and reformats documents.
• Assists with the development, design, and production of publications in accordance with established Faculty/ College/ University policies/procedures.

Facilities/Security

• Assists with the allocation of space and security.
• Liaises with lessors for HREC and CIUS and Facilities and Operations on behalf of HREC.
• Ensures signage is current and accurate for the area; arranges for mounting/display of items, and monitors the ongoing condition of displays. 
• Processes and manages access to the building and keeps track of who has authorization/keys.
• Communicates relevant facilities and operations information to ensure all area staff are informed of activities that may affect them. 
• Plans office moves for staff, arranging for interim locations if required. Ensure offices and workstations are clean and ready for new occupants. 

Qualifications

• Relevant Bachelor's degree; equivalent combinations of education and experience may be considered.
• Basic proficiency in the Ukrainian language.
• 3 years of administrative support experience (equivalencies will be considered on the basis of 1 year of experience for 1 year of education).
• Ability to interact with multiple stakeholders and prioritize urgent activities accordingly.
• Ability to work independently and as part of a collaborative and dynamic team.
• Strong computer proficiency is required. Must be proficient in software applications such as Google Suite, Microsoft Office (Word, PowerPoint, Excel Spreadsheets), Zoom, Google Meets, and virtual applications, etc.
• Knowledge of HCM or other internal UofA software or platforms is considered an asset.