Job Description

Job Category: Administrative Support
:
This position is a part of the Non-Academic Staff Association (NASA).
This position has an end date of January 15, 2027, and offers a .
Location - This role is in-person at North Campus, Edmonton.
Working for the Faculty of Graduate & Postdoctoral Studies (GPS)
The Faculty of Graduate & Postdoctoral Studies (GPS) provides key support for graduate education and graduate students at the University of Alberta. With central responsibility and oversight for the administration of the U of A's graduate programs, the Faculty oversees student programs for over 8,600 graduate students in 74 academic units, plus assistance for about 600 postdocs.
The Faculty's role is to:
Collaborate with campus partners, aiming to position the university's graduate and postdoctoral studies as a compelling environment for learning, teaching and personal development in harmony with the university's vision and mission;
Provide leadership in graduate education, working in creative partnership with Colleges, Faculties, and Departments;
Shape graduate education within the institution, facilitating interdisciplinary education, research and strategic initiatives that engage the university, local and global communities; and,
Provide an exceptional graduate student experience through strategic initiatives in areas including targeted programming for both students and supervisors, internship placements and other professional development opportunities, and support for graduate student mental health and wellness.
Position Summary:
The executive assistant supports GPS's four Associate Deans and acts as backup to the Strategic Initiatives Officer as related to their executive coordination duties. The role is essential to meeting graduate student and postdoctoral scholar needs, as it supports GPS's Associate Deans, who are responsible for counselling and advising graduate students on their programs and guiding them through challenges. As the Associate Deans substantially contribute to graduate education initiatives, this role will support those functions as well. Since this role often deals with sensitive student cases, projects and work in progress, and private information, a high level of discretion and judgment is required.
Responsibilities:
Support for GPS Associate Deans (ADs)

• Calendaring and Schedule Management, including Department Chair Searches and ProDean cases.
• Triages the Associate Dean's confidential inbox and books appointments for ADs with students; at times, these are time-sensitive. These appointments are often confidential with sensitive issues or situations that require a high degree of professionalism and discretion.
• Prepares student files for meetings and keeps accurate records of student interactions.
• Anticipates and prepares meeting documents, support materials, briefing notes, agendas for meetings in advance; supports the preparation and readiness of the ADs, including taking notes/minutes as required.
• Takes initiative to provide a high level of support for the four GPS Associate Deans and their portfolios and projects, in line with the strategic priorities of the faculty.
• Assists ADs with booking travel and processing expense claims.

Meeting Support and Event Planning

• Supports Faculty events, serving as administration and logistics support, and assisting with the setup and execution of events.

GPS General Office Support

• Provides backup support for the Central Graduate Advisors to ensure coverage, and maintains a high level of service.
• Triages student and postdoctoral scholar inquiries and requests to the applicable units within GPS (including Admissions, Program Progression, Professional Development, Awards, Fees), and to various campus partners, as applicable.
• Provides executive coordination backup support for the Dean and Vice-Dean when necessary.
• Serves as the first and main point of contact for students and departments during a GPS Academic Appeal and coordinates the complete process, ensuring processes and procedures are followed.
• Orders and sets up computer equipment, and assists with troubleshooting.
• With IST, the coordination of the evergreening process for the faculty.
• Orders and maintains supplies for the faculty.
• Submits and coordinates building maintenance and facilities requests, including acting as the TEMS contact and coordinating building access.
• Special projects and support for the faculty, as appropriate.

Qualifications:

• High school diploma and post-secondary training in office administration or a related field.
• Three years of progressive experience in executive administrative roles with recent work within a post-secondary environment or a large organization.
• Proficiency in Google Suite (Google Docs, Drive) and Microsoft Applications (Word, Excel).
• Ability to work well under pressure and to meet deadlines while maintaining a high level of attention to detail.
• Demonstrated analytical and problem-solving skills and ability to prioritize.
• Initiative, strong capacity, resourcefulness, and a willingness to accept responsibility.
• Exceptional interpersonal and communication skills, both written and verbal, with demonstrated ability to interact professionally.
• High level of discretion and professionalism in handling sensitive and confidential information.
• Ability to work independently and as part of a team in a high-pressure, fast-paced environment.
• Experience with student administration systems technology in a post-secondary environment (i.e. Campus Solutions, PeopleSoft) preferred.
• Familiarity with / Experience at the University of Alberta is an asset.

Application Instructions
Click "Apply Now" to submit your cover letter and resume.
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: Graduate students and postdoctoral fellows in the (GPS) are breaking the boundaries of conventional wisdom and pursuing research that tackles our most challenging issues. They're shaping the future. You can, too.

Skills Required