Job Description

Job Category: Administrative Support
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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.
Location - This role is in-person at North Campus, Edmonton.
Position Summary
The Administrative Assistant serves as the first point of contact for the Department of Mathematical & Statistical Sciences and plays a key role in supporting daily operations. The position's primary responsibility is managing Graduate Teaching Assistant (GTA) assignments, along with providing general administrative support, coordinating communications, assisting visitors, and supporting departmental activities.
This role requires strong organizational and communication skills, along with a professional, service-oriented approach within a busy academic environment.
Responsibilities:

• Manage Graduate Teaching Assistant (GTA) assignments, including collecting preferences, scheduling, tracking hours, and coordinating with instructors and the Graduate Administrator.
• Serve as the primary reception point for the department, providing front-line customer service and handling inquiries, mail, office supplies, and access control.
• Support departmental operations and events, including scheduling meetings, booking interviews, arranging catering, and coordinating logistics for departmental functions.
• Maintain communication channels, managing central email accounts, answering routine inquiries, and distributing department-wide communications.
• Prepare documents and promotional materials, including correspondence, reports, exam packages, and event brochures.
• Assist with departmental program operations, maintaining databases, compiling reports, responding to faculty and administrative requests, and supporting competitions and student initiatives.
• Coordinate facilities and office space, supporting faculty moves, booking rooms, and managing surplus equipment and signage.
• Ensure adherence to university policies regarding procurement, PCard use, and record-keeping for audits and departmental compliance.

Qualifications:

• Post-Secondary certification in administration or equivalent is preferred. Minimum High School Diploma required.

Prior experience in an administrative or coordinator role, preferably in an academic or higher education setting, is preferred.
Experience managing assignments, schedules, or staffing for multiple individuals, such as Graduate Teaching Assistants, interns, or volunteers, is preferred. * Ability to work independently while functioning in a larger team setting, working collaboratively with staff and faculty members.

• Must possess the ability to shift priorities.
• Exceptional customer service skills, strong commitment to professionalism, and demonstrated ability to maintain confidentiality with sensitive information required.
• Well organized and a proactive self-starter.
• Exceptional attention to detail.
• Proficiency in Microsoft and Google Suites.

Application Instructions
Click "Apply Now" to submit your cover letter and resume.
This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).
This position offers a .
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 internationally recognized for excellence in research and education. Through pioneering discovery and innovation, the faculty addresses global challenges across disciplines such as biology, chemistry, computing science, physics, mathematics, and earth sciences. Its work positions the university at the forefront of technological, environmental, and scientific advancement.

Skills Required