Job Description

Job Category: Administrative Support
:
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 .
Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.
Reporting to the Program Administrator and to the Associate Dean of the PhD Program, the Administrative Assistant is responsible for providing accurate, timely and proactive service to prospective and current students in the Business PhD program, and supports the PhD Program Administrator and Associate Dean, PhD Program and Research.
Responsibilities:

• Provides program information to prospective applicants by email, by phone, and in-person.
• Processes and maintains a record of applications to the PhD program.
• Prepares and coordinates orientation materials for incoming students.
• Collects information from current students, including annual reports, program forms, resumes, summer research projects, publications, and presentations.
• Prepares travel and expense claims for students through the UofA financial system.
• Inputs and maintains an annual summary of travel claims records for budget and statistical purposes.
• Maintains student resource facilities (study areas, lockers, office space, etc.).
• Makes arrangements for special events, which include room bookings, catering, and managing attendee lists.
• Assists students with various problems and/or concerns.
• Maintains spreadsheets for statistical purposes and record-keeping.
• Processes visiting student applications.
• Assists the Program Administrator with processing documents for Post-Doctoral Scholars.
• Updates information about program graduates, including current job situation, resumes, publications, and presentations.
• Serves as receptionist for the PhD Program Office.
• Compiles program statistics for various reports.
• Provides administrative support to the Associate Dean, PhD, and Research.
• Maintains the PhD Program website.
• Provides vacation coverage for the Administrator and serves as backup for payroll and awards administration, as well as accreditation reporting.

Qualifications:

• Post-secondary diploma in Business Administration.
• Minimum 3 years of related experience in a large/complex organization, preferably providing student services in a post-secondary environment.
• Strong computer proficiency in a Windows environment, using MS Office applications (Word, Excel) and Gmail / G-Suite; web editing, familiarity with Grad Slate and PeopleSoft is an asset.
• Excellent communication and highly refined people skills with a proven ability to work with sensitive and confidential materials.
• A strong interest and ability to work with individuals with diverse international, professional, and academic backgrounds.
• Exceptional organizational skills and time management skills, with the proven ability to multitask and handle multiple deadlines.
• Excellent initiative and ability to work independently or as a team player.
• Strong attention to detail and excellent record-keeping ability.
• Experience with PeopleSoft Financial and Admin (Campus Solutions) software.
• Familiarity with Cascade web editing software is essential.
• Experience working with the public, students and academic staff is an asset.
• Excellent verbal and written communication skills.
• Knowledge of AACSB is an asset.

Application Instructions
Please submit your resume and cover letter.
About Us:
The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Metis, 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. .
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 belonging 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, Metis 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'Universite de l'Alberta s'engage a creer une communaute universitaire ou chaque personne se sent valorisee, ou les obstacles a la reussite sont elimines et ou des connexions enrichissantes peuvent se developper. Nous accueillons les demandes de toutes les personnes qualifiees. Nous encourageons les femmes; Premieres nations, Metis et Inuits; membres des groupes minoritaires visibles; personnes handicapees; personnes de toute orientation sexuelle ou identite et expression de genre; et toutes les personnes qui peuvent contribuer a la diversification des idees et a l'universite a postuler.
About the Team: The is one of the world's leading institutions for business education and research. As the first and longest continually accredited business school in Canada, it is also one of the country's largest, with 70 faculty members, 2,100 undergraduate students, and 950 graduate students. Since its inception in 1916, the school's innovative thinking, entrepreneurial spirit, and leadership have shaped communities and businesses around the world. With a vision to develop and inspire entrepreneurial leaders from Alberta for the world, the School excels in research, teaching, and external engagement.

Skills Required