Faculty Relations Assistant

Competition 2675

This position is excluded from the bargaining unit.

In accordance with the Handbook of Employment for Management and Professional Staff (Excluded), this position has a comprehensive benefits package and an annual salary which will be commensurate with qualifications.

Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place 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 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 Office of the Provost and Vice-President (Academic)

Under the Office of the Provost and Vice-President (Academic), Faculty Relations provides advice and assistance on a range of academic human resource issues. The team works collaboratively with Human Resources in interpreting collective agreements and administering terms and conditions for academic staff, postdoctoral fellows, and academically employed graduate students.

Position

Reporting to the Director, Faculty Relations, the Faculty Relations Assistant is responsible for assisting the Director and the Faculty Relations team (with a current complement of one Senior Faculty Relations Officer, four Faculty Relations Officers, one Selection and Review Initiatives Manager, and three Special Advisors) in their administrative capacities.

The Faculty Relations Assistant plays a key role in the effective operations of the Faculty Relations Office, maintaining excellent relationships with internal and external counterparts to ensure open communication and efficient planning, organization, scheduling, and correspondence. The position requires someone with senior-level administrative experience, including: excellent written and verbal communication skills; sound judgment, discretion, and diplomacy; an ability to prioritize work on multiple assignments and projects; and adaptability, creativity, and initiative, all while being able to work independently and collaboratively as the situation dictates. The individual has a demonstrated ability to consistently and effectively apply high-level critical thinking and decision-making skills in a large volume, fast-paced environment.

Duties

Support for the Faculty Relations Office

• Based on a thorough understanding of the priorities and issues of the office, manages the calendars and schedules meetings and appointments accordingly. Ensures that supporting information is gathered and that the office is well prepared for meetings and appointments.
• Manages the approval process for administrative appointments, academic leaves of absence, and various other processes requiring Provost/Deputy Provost approval.
• Drafts and edits a variety of correspondence, reports, tables, agreements, and templates.
• Responsible for document control and records management for the Faculty Relations office.
• Responsible for administrative duties such as answering inquiries, monitoring and managing the general email account, and coordinating hospitality and travel arrangements.
• Performs various confidential searches in the Human Capital Management database and prepares travel and expense claims in the Financial and eTRAC databases.
• Assists with Access to Information Act requests.
• Interacts and liaises with senior leadership across the university, and with offices outside of the university, specifically AASUA, GSA, PDFA, and Field Law LLP.

Support for Complaints and Labour Relations Issues

• Based on a developed understanding of collective agreements and university policies, ensures that grievances, appeals, and discipline complaints are appropriately directed and ensures timely follow-up.
• Assists the Special Advisors and Faculty Relations Officers by creating new files, preparing correspondence, distributing correspondence, scheduling meetings, booking meeting rooms, and tracking complaints.
• Remains familiar with the progress of grievances, appeals, and discipline complaints and is able to communicate appropriately with the various parties as to the progress of the issue.

Support for Negotiations and Standing Committees

• Provides support to negotiations with the collective agreements administered within the Faculty Relations Office (AASUA, GSA, and PDFA), such as scheduling meetings, preparing agendas, preparing PowerPoint slides, spreadsheets, collective agreement editing, and minute taking, as assigned.
• Coordinates and supports all activities involved with the President's Review Committee (PRC) and General Appeals Committees (GAC), including providing guidance on roles and procedures, scheduling, preparation of materials and correspondence, maintaining records, and minute taking, as assigned.
• Provides support in the preparation of materials (briefing notes, spreadsheets, PowerPoint presentations, etc.) related to executive and governance committees (BHRCC, GFC, PEC-S, PEC-0).

Qualifications

• Office Administration Certificate with a minimum of 5 years of progressively responsible administrative experience; a high school diploma with equivalent combinations of education and experience may be considered. Experience in a post-secondary environment is preferred.
• Proven ability to work collaboratively with team members from different areas of expertise, including supporting senior administrators in an organization, demonstrating discretion, tact, and professionalism.
• Proficiency in Google Suite (GMail, Calendar, Drive, Docs, Sheets, Slides) and Microsoft Office Suite.
• Excellent communication (written, verbal, and listening) and interpersonal skills.
• Strong commitment to confidentiality and professionalism; experience working on sensitive issues.
• Ability to coordinate multiple priorities and projects in a fast-paced, dynamic environment, including the ability to take initiative and navigate shifting priorities.
• Experience working with sensitive and confidential materials while maintaining a high level of professionalism.
• Ability to work independently with minimal supervision and perform tasks accurately with attention to detail.
• Knowledge of the University of Alberta’s policies, procedures, collective agreements, and familiarity with university governance is preferred.