Administrative Assistant, Academic Departments

Competition 2143

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

This position offers a comprehensive benefits package.

Location - This role is in-person. Work primarily takes place at Augustana Campus, Camrose.

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 First Peoples 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 Augustana Faculty

The Augustana Faculty of the University of Alberta enrolls approximately 1000 undergraduate students in baccalaureate degree programs on a picturesque residential campus in the city of Camrose, 90 kilometers Southeast of Edmonton. The Faculty is committed to building on its reputation for academic rigor, high-quality teaching in the tradition of the liberal arts and sciences, and extensive opportunities for students in the areas of community service learning, undergraduate research, and international study. Augustana provides a distinctive undergraduate experience characterized by close student-faculty relationships and numerous opportunities for student participation in athletics, clubs, and campus organizations. Students benefit from the advantages of a small campus while earning a degree from one of Canada’s leading universities. For information about Augustana and particular programs, please consult the Faculty webpage at www.augustana.ualberta.ca.

Position

The Administrative Assistant in the Academic Departments is a part of a nimble and dynamic administrative team providing coordinated support to the various academic departments, Department Chairs, and Campus General Manager at the Augustana Campus. Reporting to the Administrative Supervisor, the Administrative Assistant will support administrative processes related to HR, finance, event coordination, records management, and scheduling.

This position is part of a team of administrative professionals dedicated to the effective operations of the Augustana Campus. Given the dynamic nature of this role, the successful candidate will need to anticipate daily fluctuations in activities. This position requires full-time in-person presence at the Augustana Campus in Camrose.

Duties

• Support departments and faculty by responding appropriately to all inquiries and requests via phone or online emails.
• Assist the Administrative Supervisor with advanced planning for academic course timetabling.
• Budget tracking and reporting.
• Assist with basic HR and financial administrative tasks.
• Facilitate communications for the department including the scheduling of meetings, the advertising of events, and the distribution of information.
• Event planning support.

Minimum Qualifications

• A post-secondary degree or diploma is recommended. A High School diploma, supplemented by a minimum of 5 years of experience in a similar position (e.g., office coordination, general administrative duties, knowledge of procedures) will be considered.
• Ability to understand and interpret financial statements and basic accounting information.
• Demonstrated organizational, time management, and communication skills with strong attention to detail and accuracy are essential.
• Excellent communication (written and oral) and interpersonal skills are required.
• Ability to work within a team setting.
• Ability to work unsupervised and take initiative to help the department operate effectively.
• Additional training and ongoing professional development will be available and may be required.

Preferred Qualifications

• 3 to 5 years of experience in an academic administrative environment.
• Familiarity with the University of Alberta policies and procedures.
• Familiarity with Augustana Faculty programs.
• Proficiency with Google Workspace and advanced word processing and spreadsheet skills in a Windows environment, using MS Office applications (e.g., Word, Excel).
• Familiarity with PeopleSoft applications (e.g., Campus Solutions, Human Capital Management, Financials, CoupaHost).