Job Description

DescriptionThis position is a part of the Non-Academic Staff Association (NASA).This position has an end date of December 30, 2026 and offers a .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 AlbertaThe University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Mxc3xa9tis, 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. .Working for the Alberta School of BusinessThe Alberta School of Business is one of the world's leading institutions in business education and research and is the first and longest continually accredited business school in Canada. We're positioned to help shape the future of business with over 140 tenured, tenure track faculty and full and part-time academic teaching staff members who are at the forefront of cutting-edge research and innovative teaching. With 3,400 students in our undergraduate program and 950 students in our graduate programs (including 58 PhD students), we are dedicated to fostering a welcome and supportive environment where every student has the opportunity to thrive and reach their full potential. We equip our faculty and students with the latest insights and tools to ensure students receive a transformative learning experience that prepares them for success in a rapidly evolving business landscape.PositionReporting to an Academic Department Manager in the School, this position will provide specialized administrative support to their assigned departments in the operation of academic programs. Operating under a shared services model in the Academic Department Services team, this position will provide services across four departments as required through high-quality service delivery. Secondments will be considered for this position.Duties

• Drafts and/or generates routine communications such as emails, memos, and other documents for the Academic Department Manager.
• Maintains websites, blogs or other social media platforms.
• Create and maintain an online administrative resource tool via eClass and Canvas for department members.
• Maintains department records, google groups, and resources for department members.
• Creates and maintains spreadsheets and/or databases. Prepares standard and ad hoc reports for the area.
• Manages and maintains tracking documents such as increment recommendations, promotion eligibility, conflict of interest, etc.
• Assists with organizing meetings, conferences, seminars and special events on behalf of the departments.
• Designs and develops customized reports for specific needs.
• Assists with data and reporting for accreditation and surveys.
• Oversees research accounts for Faculty members and assists with setting up research accounts, extension requests, and resolving over expenditures.
• Manages timelines and ensures stakeholders are aware of expectations.
• Liaises with Faculty Administrators (HR & Finance): initiate and follow-up on requests (recruitment, FEC preparation, deposits, etc.).
• Assists with Evaluation Committee processes to ensure documents are accurate and complete and deadlines are met.
• Supports recruitment processes for Faculty and ATS in (e.g. collection and distribution of candidate materials).
• Assists with the coordination of Faculty and Academic Teaching Staff appointments, reappointments and promotions.
• Supports the appointment of specialized support staff positions (e.g. course coordinators and technicians) as well as Teaching and Research Assistants; initiates appointment process.
• Assists new teaching staff with department onboarding; inquiries regarding access to eClass, Canvas and email, university libraries, parking, provision of OneCard and building keys, set up of mailbox and office space.
• Provides backup support for other Academic Department Coordinators and reception desk.
• Other related duties as required.

Qualifications

• Minimum 2-year administrative Diploma; Diploma in business administration preferred; an equivalent combination of education and experience may be considered.
• 3-5 years of relevant experience preferably in an academic environment.
• Computer proficiency in MS Office (Word, Excel, PowerPoint), Google Applications (Gmail, Google Calendar, Documents, Slides, Sheets, and Team Drives), eClass, Canvas, WebEx & Zoom.
• Ability to quickly adapt to change and exercise change management.
• Ability to exercise sound judgment, maintain confidentiality, and work effectively independently and as part of a large team.
• Knowledge of query functions on Enterprise Systems such as PeopleSoft System, APS, Supplynet or equivalent.
• Knowledge in processing HR-related transactions.
• Excellent communication and customer service skills; must be customer service-oriented and solutions-focused.
• Ability to manage expectations, scope and deadlines when taking direction from multiple team members for competing priorities.
• Ability to quickly prioritize workload, multi-task and work well under pressure is essential.
• Demonstrated problem-solving skills, including the ability to identify, investigate, analyze, and resolve issues.
• Excellent attention to detail, time management, and organizational skills.
• Exceptional work ethic and commitment to quality work.

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, Mxc3xa9tis 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'Universitxc3xa9 de l'Alberta s'engage xc3xa0 crxc3xa9er une communautxc3xa9 universitaire oxc3xb9 chaque personne se sent valorisxc3xa9e, oxc3xb9 les obstacles xc3xa0 la rxc3xa9ussite sont xc3xa9liminxc3xa9s et oxc3xb9 des connexions enrichissantes peuvent se dxc3xa9velopper. Nous accueillons les demandes de toutes les personnes qualifixc3xa9es. Nous encourageons les femmes; Premixc3xa8res nations, Mxc3xa9tis et Inuits; membres des groupes minoritaires visibles; personnes handicapxc3xa9es; personnes ayant une orientation sexuelle ou une identitxc3xa9 et une expression sexospxc3xa9cifique; et tous ceux qui peuvent contribuer xc3xa0 la diversification des idxc3xa9es et xc3xa0 l'universitxc3xa9 xc3xa0 postuler.Note: This opportunity will be available until midnight April 24, 2025, Edmonton, Alberta local time.

University of Alberta