Faculty Services Assistant

Competition 2709

This competition is restricted to internal applicants of the University of Alberta. Please log in to verify your internal candidate status.

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

This position has a term length of one year plus one day from the date of hire and offers a comprehensive benefits package.

Location - This role is 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 Faculty of Law

Founded in 1912, the Faculty of Law is the oldest law school in Western Canada. Faculty members of the University of Alberta, Faculty of Law are recognized nationally and internationally as leading scholars and teachers, and lead by example in their service to the university, legal, and civic communities. The Faculty enrolls approximately 525 Juris Doctor students and operates a robust graduate program. The Faculty of Law is also home to four research groups that contribute research, ideas, innovation, and policy expertise to important areas of public concern: the Wahkohtowin Law Governance Lodge, Health Law Institute, Centre for Constitutional Studies, and Alberta Law Reform Institute.

Position

Under the general direction of the Faculty General Manager, the Faculty Services Assistant is responsible for providing a broad range of administrative support to Law faculty members and staff. Responsibilities include greeting visitors to the Dean’s Office, controlling and signing out building keys, managing proximity card access for faculty, staff and students, coordinating room bookings, mail distribution, minor maintenance to facilities, assisting with exam viewing and acting as back-up for other administrative positions in the Dean’s Office.  In addition, this position is responsible for initiating purchase requisitions and vendor payments, initiating travel and expense claims for the Dean when required, and accessing the University’s Shared Services to initiate routine financial and human resources transactions with input from the faculty’s Finance Partner and/or Faculty General Manager.

Duties

• Ensures visitors to the Dean’s Suite are greeted appropriately and inquiries are handled in a proficient and confidential manner.
• Processes incoming and outgoing mail and arranges for couriers as required and acts as point of contact for pick-ups ad drop-offs at the Dean’s Office.
• Responsible for controlling Law Centre building keys, oversees key sign in and sign out, responsible for key deposits, and prepares key and lock related work orders for the Faculty of Law.
• Manages swipe and proximity card access and key distribution to the Faculty of Law building and rooms and determines security levels for all faculty, staff, and students (600+ users).
• Initiates appointments for new employees.
• Acts as primary room booking contact for the Faculty of Law including receiving requests, checking for conflicts, and scheduling bookings in the internal calendar.
• Photocopies, prints, and collates documents for faculty members and senior administration, submits order to external printing services as required and maintains photocopiers, troubleshooting as necessary, adding new users, and ordering supplies.
• Prepares and follows up on work requisitions for routine building maintenance Contacts maintenance desk for all service requests.
• Creates, updates, and distributes building signage, distributes and posts building notices (e.g. shutdowns, etc.).
• Orders office supplies, business cards, letterhead, name plates, name badges, stamps, etc. for faculty members and staff proactively and on request; organizes supply room and ensures supplies are adequately stocked.
• Initiates travel and expense claims for Dean when required.
• Assists with initiation of routine financial transactions, escalates more complex issues to Finance Partner and/or Faculty General Manager.
• Assists administrative staff in Law with tasks as required.

Qualifications

• High School Diploma.
• Accurate keyboarding (data entry skills), computer proficiency in MS Office (Word, Excel, PowerPoint).
• Well-developed communication and interpersonal skills.
• Experience in problem solving and decision-making.
• Ability to maintain confidentiality.
• High level of accuracy and the ability to prioritize conflicting tasks and work within set deadlines.
• Preference for related post-secondary course work and/or two years work experience in an office environment.