Administrative Assistant
Competition 2216
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Description
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 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 Department of Mathematical and Statistical Sciences
The Department of Mathematical and Statistical Sciences at the University of Alberta is dedicated to advancing knowledge through research, teaching, and outreach in pure and applied mathematics, statistics, and mathematical finance. The department supports a vibrant academic community that fosters innovation, critical thinking, and collaboration, preparing students for diverse careers in academia, industry, and government while contributing impactful research to the global scientific community.
Position Summary
The Administrative Assistant/Receptionist serves as the first point of contact for the department and plays a key role in supporting daily operations. The position's primary responsibility is managing Graduate Teaching Assistant (GTA) assignments, along with providing general administrative support, coordinating communications, assisting visitors, and supporting departmental activities. This role requires strong organizational and communication skills, along with a professional, service-oriented approach within a busy academic environment.
Duties
- Manage Graduate Teaching Assistant (GTA) assignments, including collecting preferences, scheduling, tracking hours, and coordinating with instructors and the Graduate Administrator.
- Serve as the primary reception point for the department, providing front-line customer service and handling inquiries, mail, office supplies, and access control.
- Support departmental operations and events, including scheduling meetings, booking interviews, arranging catering, and coordinating logistics for departmental functions.
- Maintain communication channels, managing central email accounts, answering routine inquiries, and distributing department-wide communications.
- Prepare documents and promotional materials, including correspondence, reports, exam packages, and event brochures.
- Assist with departmental program operations, maintaining databases, compiling reports, responding to faculty and administrative requests, and supporting competitions and student initiatives.
- Coordinate facilities and office space, supporting faculty moves, booking rooms, and managing surplus equipment and signage.
- Ensure adherence to university policies regarding procurement, PCard use, and recordkeeping for audits and departmental compliance.
Minimum Qualifications
- Minimum High School Diploma required
- Ability to work independently while functioning in a larger team setting, working collaboratively with staff and faculty members
- Must possess the ability to shift priorities
- Exceptional Customer Service Skills, strong commitment to professionalism, and demonstrated ability to maintain confidentiality with sensitive information required
- Must be well organized and a proactive self-starter
- Exceptional attention to detail
- Proficiency in Microsoft and Google Suites
Preferred Qualifications
- Post-secondary certification in administration or equivalent is preferred
At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of inclusivity and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.
L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l'université à postuler.
ApplyNote: This opportunity will be available until midnight April 29, 2025, Edmonton, Alberta local time.