Executive Assistant to the Dean

Competition 2449

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

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

This position offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and in-person work 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 of Pharmacy and Pharmaceutical Sciences

Serving as Alberta’s sole pharmacy school since 1914, the Faculty of Pharmacy and Pharmaceutical Sciences holds consistent rankings among the top three institutions in Canada, top 50 globally, and top 15 for global research. We offer high quality education and develop exceptional student pharmacists, graduate students, and post-doctoral fellows and prepare our graduates for a variety of careers in pharmacy practice, research, and teaching. Our graduates go on to influence the continuously changing health care field through their leadership in the areas of policy, practice, and business. Please click here to learn more about the faculty and its Strategic Roadmap.

Position Summary

Reporting to the Faculty General Manager, the Executive Assistant to the Dean (EA) ensures a positive professional and people-centred approach to all matters related to the Dean’s Office, supporting excellent relationships with internal and external stakeholders.

This position provides high-level administrative and executive administrative support to the Dean and Vice Dean. Excellent communication, organization, problem solving and strong technical skills are required, along with initiative and good judgment.

The Executive Assistant deals with many issues and materials of a confidential nature including support of the Faculty Evaluation Committee (FEC) and Academic Teaching Staff Evaluation Committee (ATSEC). The Executive Assistant must maintain discretion when dealing with sensitive information. Proficiency in this position is critical to the effective and efficient day-to-day operation of the Dean's Office.

The EA anticipates the needs and initiates appropriate actions to support the affairs of the Dean and Vice Dean in an efficient manner. The EA endeavours to integrate and advance the University's commitments to access, community and belonging and ensures the Faculty’s vision, mission and values are upheld.

Duties 

• Management of the Dean’s complex schedule and coordination of meetings including serving as the main contact for all inquiries and communication to the Dean.
• Management and preparation of meetings by taking a proactive approach in identifying required materials for upcoming meetings prior to the start of the week and developing, compiling, collating and ensuring it meets with the Dean’s vision.
• Management of correspondence within the Dean’s office by opening, reviewing and actioning incoming correspondence as appropriate including the preparation of responses to routine correspondence and subsequent distribution.
• Management of filing and office organization systems through updating and regular maintenance to ensure accuracy and ease of retrieval.
• Coordinates the financial reports for the Dean’s Office including expense tracking for budget purposes and managing corporate credit card statements on behalf of the Dean and the Dean’s Office.
• Faculty recruitment and appointment administration through liaisons with Faculty administrative personnel to organize the recruitment and selection process of new Faculty positions through to onboarding/offboarding for academic staff.
• Maintains Adjunct appointment administration.
• Provides committee support to a variety of committees such as FEC, ATSEC, Dean’s Executive Committee, Faculty Council, Leadership, Administration etc.
• Manages Travel Arrangements on behalf of the Dean, Vice Dean and other leaders in the Dean’s Office as required.
• Provides backup to Reception.
• Other duties as assigned.

Minimum Qualifications

• Bachelor’s degree; a degree in business/office administration is an asset. A combination of education and experience may be considered.
• Five to seven years of executive level administration experience.
• Excellent written and verbal communication skills.
• Superior people skills and ability to work collaboratively with academics and administrators within and outside the Faculty.
• Ability to act decisively and to exercise a high degree of initiative and judgement on a wide range of issues while remaining positive, professional and composed.
• Superior analytical, problem-solving and well-developed organizational skills with an excellent ability to multi-task and meet deadlines.
• Advanced understanding and skills related to Microsoft Office and Google Suite is essential along with the ability to quickly and proficiently learn new technological and computer programs.
• Familiarity in working with confidential information; must possess professionalism, diplomacy, judgement and tact.

Preferred Qualifications

• Experience with office administration in a post-secondary environment is considered an asset.
• Required to meet the demands of senior level administrative support activities.
• A working knowledge of the University of Alberta’s academic structures, policies and procedures is an asset.
• Initiative to seek general knowledge about the Faculty's programs and services has a positive impact on the daily work requirements of the position.
• Dedication to the University's commitment to access, community and belonging.

Application Instructions

The Faculty of Pharmacy and Pharmaceutical Sciences is committed to a transparent and people-centred environment that upholds its vision, mission, and values. Please ensure that your cover letter includes how you would support this culture.

Click "Apply" to submit your cover letter and resume as one PDF document.