Administrative Assistant

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. Work primarily takes place at North Campus, Edmonton.

Migrant Integration in the mid-21st Century: Bridging Divides is a federally funded research program lead out of Toronto Metropolitan University (TMU), in partnership with Concordia University, University of Alberta, and University of British Columbia. In 2023, the program was awarded $98 million from the federal Canada First Research Excellence Fund (CFREF) to identify research-informed solutions to mitigate challenges that immigrants face. The seven-year (with a possibility of extension), interdisciplinary program will explore the areas of citizenship and civic participation, the future of work, healthcare, and the responsible and ethical use of advanced technologies, including artificial intelligence. Over twelve million of this funding is coming to the University of Alberta as one of the institutional partners involved in the program.

Under the supervision of the programs institutional lead PI, Dr. Sandeep Agrawal, the administration assistant will provide day-to-day administrative support to the group of UAlberta researchers (currently 20), across multiple faculties, who are funded by and actively involved in this program. Specific responsibilities include maintenance of the program website, helping the UAlberta researchers meet their non-financial reporting requirements, submitting required information into the program’s project management database, facilitating additional program requirements as required by the lead institution and program sponsors (including TMU, CFREF, and other sponsors), providing support for major events and other general program-related administrative support required by UAlberta researchers. Duties will vary depending on time of year and specific initiatives being  carried out by the lead institution the UAlberta team of researchers. In addition to support the UAlberta team of researchers, this position will also work closely with the institutional programs team in research administrative services in meeting our administrative obligations to the lead institution (i.e. TMU), CFREF, and other sponsors. This position will also have a close working relationship with other administrative staff (i.e. department/faculty administrators, various partners) at both UAlberta and TMU.

Duties and time spent on each will vary depending on time of year and specific initiatives carried out by the bridging divide research and admin support teams. Potential duties include the following:

• Maintenance of research program related website.
• Data gathering and analyses in support of program and individual project-related performance metrics (part of annual reporting process).
• Project management system related data entry, validation and backup.
• Assist with program reporting activities and hiring students for research.
• Responsible for maintaining a contacts database, validation and backup.
• Assist with the creation and update of walkthrough documents, templates and forms.
• Development and maintenance of an up to date program drive map.
• Program related email/communication support.
• Meeting assistance, agenda distribution, taking and distributing meeting notes, fill-in support for
  employees on vacation.
• Outreach activity and lab tour support (public facing on behalf of researchers and their teams).
• Workshop and event logistical support (setup and take down, registration, greet incoming guests,
  arranging catering, staffing).
• Basic errands on the UAlberta campus.
• Visiting researchers and travel between administration offices/units, including Research
  Administrative Services located in Enterprise Square required.
• Supply management and ordering (inventorying supplies, identifying needs, preparing orders,
  distributing orders).
• Assist with notices of award, amendment letters, getting proper signatures, scanning, and filing.
• Occasional assistance with financial related forms, sorting, scanning, filing.
• Performs other duties as assigned by the institutional lead UAlberta researcher.

• Post-secondary degree or diploma; an undergraduate or graduate degree in social sciences and
  humanities is an asset.
• Minimum of 3 years of administrative experience including experience in finance and human resource processes.
• Experience working in an academic or research setting is desirable.
• Experience in working with multi-disciplinary groups and being involved in complex projects.
• Proficiency in Microsoft Office and Google Suites.
• Ability to provide administrative presentations.
• Strong problem solving, communication (oral and written), interpersonal, and organizational skills.
• High level of accuracy and attention to detail is required.
• Commitment to providing timely and efficient service.
• Proficient with Microsoft suite software, with above average skills in Excel.
• Knowledge of PeopleSoft Enterprise software would be considered an asset
• Knowledge of the research policies, procedures and guidelines for the major sponsors and UAlberta is an asset.
• Demonstrated competencies in the areas of professionalism, results orientation, organizational
  understanding, teamwork, flexibility and adaptability.

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.