Executive Assistant at University of Alberta — NeverHard

Description 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 hybrid with a mix of remote and in-person work at North Campus, Edmonton. Reporting to the Academic Department Manager (ADM), the Executive Assistant (EA) provides a wide range of administrative support to the ADM, Department Chair, Academic Leaders, faculty, staff, and students of the department. The EA solves routine problems using University policy, procedures, or processes based on the direction from the Administrative/Academic leaders. The EA role has an impact within the direct area and involves consultation with internal and external resources. Responsibilities Prepares minutes, emails, internal and external communications, agendas and other correspondence for meetings, recruitment activities, visiting scholars and post-doctoral fellows, and others (e.g., immigration requests and letters of invitation). May prepare HR documentation for a variety of positions and maintain personnel files. Supports the Chair in ensuring collection, completion, and storage of documents for department activities, including faculty evaluations, funding applications, leave requests, etc. Supports the FEC and ATSEC processes. Assists with travel arrangements and expense payments. Assists faculty, staff and student groups with event planning, organizing and implementation. Responds to inquiries in person, by phone, and email and manages department mail. Works with the ADM and other staff, to assign offices to academic staff, graduate students, visitors, and others. Administers key/proximity cards for Onecard users. Assists in orienting new employees. Manages office supplies inventory. Maintains organization and functionality of department photocopier/ mail areas, and common areas. Assists with managing furnishings inventory and arranges moves/surplus as required. Maintains effective and efficient filing systems, including digital record keeping. Plans and manages calendar events, and tracks the Chair’s financial projects/commitments, events, deadlines and other activities, as needed. Qualifications Diploma in Office Administration or Business Administration; undergraduate degree preferred. An equivalent combination of education and experience may be considered. Three to five years of experience in an academic department performing administrative support is required. Computer proficiency in a Windows environment using MS Office applications (Word, Excel) and various computing programs and applications (Google, PeopleSoft CSM, HCM) is required. Excellent communication (written and oral), interpersonal, organizational, and time management skills are required. Knowledge of FOIPP and document retention and destruction requirements is preferred. Knowledge of the University of Alberta campus policies and procedures is an asset. Application Instructions Click "Apply Now" to submit your resume and cover letter. 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 comprehensive benefits package .