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 in-person. Work primarily takes place at North Campus, Edmonton.
Under the general direction of the Faculty General Manager, the Projects, General Administrator supports the Law Advisory Selection Committee, responsible for assessing candidates for faculty positions in Law, which includes maintaining records and coordinating travel and itineraries for candidate seminars and visits, processing non-employee expense claims and arranging for relocation and booking moving company if required. This position is also responsible for assisting with temporary academic visitors, including Justices/Judges in Residence and Visiting Scholars. The incumbent maintains internal records related to faculty members and assist with special programming, including Law on-line courses and/or micro-credentials. The incumbent is responsible for decanal initiatives such as strategic planning, faculty accreditation, and faculty retreats, forums and ad hoc Committees. In addition, this position is responsible for finance process coordination/initiation, including purchase requisitions, vendor payments, travel and expense claims for leadership, initiating finance transactions and assisting with the administration of petty cash. The incumbent will provide back-up coverage for the Dean's Executive Assistant and other Law administrative positions.
Responsibilities:
Faculty Recruitment and Academic Visitors

• Manage communication between the Advisory Selection Committee, Dean, applicants and interview candidates, maintain information and records on applicants and candidates.
• Coordinate travel, itineraries and process non-employee claims for candidates, and make relocation arrangements, including arranging for move and booking moving company if required.
• Organize candidate seminars and visits, including catering, travel and accommodation.
• Manage communications between the Dean and temporary academic visitors, including Justices/Judges in Residence and Visiting Scholars.
• Assist with setting up offices, and arranging network, building access and other services for temporary academic visitors, including Justices/Judges in Residence and Visiting Scholars.

Project Coordination/Faculty Records

• Organize meetings and maintain records for decanal initiatives, including strategic planning, Law accreditation, meetings, open forums, faculty retreats, informal faculty meetings and ad hoc committees.
• Assist with organization, correspondence and material preparation for special programming, including online courses for non-law undergraduate students, experiential learning and/or micro-credentials.
• Assist with the organization of conferences and moot competitions hosted by the Faculty of Law.
• Assist with the administration of Law and University awards for faculty, sessional instructors and staff.
• Maintain internal records pertaining to faculty appointments, promotion, sabbatical and other types of leaves, secondments, awards and administrative appointments.

Finance Process Coordination/Initiation

• Initiate purchase requisitions/orders in SupplyNet.
• Initiate vendor payments in SupplyNet and through Shared Services.
• Initiate travel and expense claims for leadership (back-up for Executive Assistant).
• Provide guidance and assists users with initiation of routine financial transactions, escalates to Law Finance Partner when required.
• Identify, troubleshoot and resolve transactional issues and corrects errors, when required escalates to Finance Partner.
• Initiates transactions in conjunction with finance resources to make adjustments.
• Assists with the administration of petty cash.

Qualifications:

• Minimum office administration diploma.
• Minimum 12 months administrative experience, preferably in a post-secondary environment.
• Computer proficiency including MS Office and Google.
• High level of accuracy and attention to detail.
• Ability to prioritize and work within tight deadlines.
• Excellent written and oral communication skills.
• Ability to work independently and in a team environment.
• Well-developed interpersonal skills and demonstrated professionalism.

Application Instructions
Please submit your cover letter and resume as one document.
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: Founded in 1912, the is Western Canada's oldest law school and a national leader in legal education and scholarship. With approximately 525 JD students and a robust graduate program, it is home to four research groups that provide critical insight and policy expertise: the Wahkohtowin Law Governance Lodge, Health Law Institute, Centre for Constitutional Studies, and Alberta Law Reform Institute.

Skills Required