Provost & VP Academic Admin

Competition No. -
S103150814


Posting Date -
Mar 28, 2023


Closing Date -
Apr 04, 2023




Position Type -
Full Time - Operating Funded


Salary Range -
$43,365 to $58,081 per year


Grade -
06


Hours -
35



This position is a part of the Non-Academic Staff Association (NASA). This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits. Working for the University of Alberta The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, M\xc3\xa9tis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community. The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada\xe2\x80\x99s Greenest Employers for over a decade. Your work will have a meaningful influence on a fascinating cross section of people\xe2\x80\x94from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just. Position summary The University of Alberta is currently seeking a highly organized problem solver for the role of Receptionist and Office Assistant. This position is the first point of contact for the Office of the Provost and Vice-President (Academic). As the Receptionist they must decide how to manage visitors in the most appropriate manner. This requires extensive knowledge of the portfolio, the University, as well as the responsibilities of senior administration. Confidentiality is a priority. As the Office Assistant, the role is responsible for providing support to the overall operations of the Office of the Provost, and other units in the Provost\xe2\x80\x99s portfolio as required. Responsibilities Include:

• Greet visitors to the office with professionalism, diplomacy, and tact;
• Direct the flow of visitors in the waiting area, ensuring all visitors are assisted appropriately;
• Answer general inquiries and resolve requests or redirect to the appropriate person;
• Manage the internal meeting room bookings, and ensure the furniture and equipment has been replaced appropriately and the room is tidy e.g. catering has been removed, equipment turned off and put back in place;
• Central contact to book (shared) meeting rooms in the South Academic Building;
• Process, open, code, and distribute mail;
• Order office supplies. including business cards, software, hardware (e.g. computer equipment), and coffee/supplies;
• First point of contact for issues with the fax, photocopier and printers;
• Maintain an inventory of computers, laptops, and cellphones;
• Acts as the Office of the Provost TEMS contact and coordinates phone numbers,
• phone service, and phone assignments to offices;
• Coordinate the annual computer evergreening process for the Office of the Provost and other units in the portfolio;
• Act as reception for the Office of the Vice-Provost (Indigenous Programming and Research);
• Coordinates space allocation in the Office of the Provost and Vice-President (Academic) and the Office of the Vice-Provost (Indigenous Programming and Research);
• Liaises with Facilities and Operations on behalf of the Office of the Provost;
• Ensures signage is current and accurate for the area;
• Processes and manages OneCard after-hours access;
• Communicates relevant facilities and operations information to ensure all staff in the Office are informed of activities that may affect them.

To be successful in this position, the incumbent will possess the following skills and experience:

• Administrative Diploma required; equivalent education or work experience may be considered
• Strong computer proficiency required. Experience with Google suite of programs including Gmail is an asset.
• Calendar, Drive, Docs, Forms, etc.
• Strong analytical, problem solving, organizational, verbal and written communication, and administrative skills.
• Previous experience and contacts at the University of Alberta an asset.

How to Apply Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted. The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, M\xc3\xa9tis 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.