Administrative Assistant, International and Community Education (ICE)

Competition 1553

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

This position has an end date of one year from the date of hire with the possibility of extension.

Location - Work primarily takes place at North Campus Edmonton. This role is 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 Faculty of Kinesiology, Sport, and Recreation (KSR)

The Faculty of Kinesiology, Sport, and Recreation (KSR) is consistently ranked in the top 20 faculties of its type worldwide (QS World University Rankings). It is home to approximately 1400 undergraduate students and 130 graduate students. In addition to its four undergraduate degree programs, KSR also offers Masters degrees, a suite of graduate certificates, and a world-class PhD program.

Position 

Reporting to the Manager, International and Community Education, the Administrative Assistant will support the Faculty’s administrative operations related to the Alberta International School (AIS) of Recreation, Sport, and Tourism of Beijing Sport University and the International and Community Education Office.

The Administrative Assistant will support administrative processes related to the HR, IT, finance, facilities, and other operational functions related to AIS. This position will support the faculty in navigating the Central Services Hubs, AIS Campus Bureau, and provide direction on how to access services.

Further, the Administrative Assistant will support all AIS meetings including note-taking and task accountability for the team. They will be responsible for sending out minutes in a timely manner and updating tasks and task holders regularly and providing support to ensure all deadlines/timelines are met. They will also be responsible for setting up and taking notes at regular AIS Zoom meetings with instructors and staff in Hainan.

This position will also provide administrative support to the ICE office including, but not limited to the following: the International Summer School Program, International partnership details, processing admissions for Graduate Certificate programs, prep and admin for hosting international visitors, booking meetings with Faculty members, marketing and promotion of our Graduate Certificate and micro-credential programs.

The successful candidate will be required to anticipate the daily fluctuations in workload and must meet varying operational demands to independently prioritize their workload to meet the expectations and timelines from all areas that the position services. This position requires the incumbent to be on campus full-time working some evenings and weekends.

Duties 

• Set up meetings (including minutes, agendas, logistics) for regular AIS meetings
• Manage calendar and meetings for the leadership team
• Coordinate travel and visa acquisition for instructors and leadership
• Assist with academic administration, such as scheduling courses, student grade transfers, administration of SPOT evaluations, etc.
• Plan, schedule, and execute the International Summer School Program (including budgeting)
• Support international partnerships and engagements (international agreements, administration for international visitors, etc.
• Provide administrative support for KSRs Graduate Certificate programs (processing applications, following up with applicants, tracking enrolment, marketing/promotion, etc.) - Support other special projects - Other duties as assigned

Minimum Qualifications

• Post-secondary degree required.
• Minimum of 3-5 years of administrative experience preferably in a post-secondary environment
• Ability to work independently while functioning in a larger team setting, working collaboratively with staff and faculty members
• In addition, must possess the ability to shift priorities and work under the direction of multiple areas/leads
• Exceptional Customer Service skills and a strong commitment to professionalism are required
• Demonstrated ability to maintain confidentiality when working with highly sensitive information
• Exceptional interpersonal, communication (oral and written), and problem-solving skills required
• Must be well organized and a proactive self-starter
• Proven ability in past jobs to demonstrate exceptional attention to detail
• Must be willing to work outside standard hours to accommodate the time difference between Edmonton and Hainan as well as other international and after-hours events such as Summer School

Preferred Qualifications 

• Knowledge of the academic policies and procedures of both the Faculty and the University of Alberta is an asset
• Proficiency in the use of Excel, Word, and Google Suite, familiarity with database management is an asset