Administrative Assistant

This competition is open to all applicants however; internal candidates 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 at North Campus, Edmonton.

This position has an end date of December 31, 2026

Reporting to the Executive Assistant to the Chair, the Administrative Assistant will be responsible for providing administrative support to the ECE front office; the Associate Dean, Undergraduate Students; the Associate Dean, Graduate Students; the graduate studies team; and the Executive Assistant to the Chair. This position will be a part of the front face of the department, providing exceptional customer service to our students, faculty, staff, guests, and alumni.

The ECE front desk is open 5 days a week (Monday to Friday) following University hours. 
 

Front Office Support

Communications:

• Serves as a resource for routine and general inquiries and procedures
• Greets visitors to the area and routes them to the appropriate individual
• Manages the Department’s general email account, responding and redirecting inquiries as appropriate and timely
• Disseminates routine communications to students and/or faculty such as memos, notices, emails, and letters
• Manages the ECE department’s LinkedIn page

Program Operations:

• Assists with special events and professional development programs (i.e. ordering catering; processing registrations; set-up & take down, onsite support; etc.)
• Maintains inventory of office equipment and supplies
• Sorts and distributes mail; arranges mail slots for new staff; schedules courier service, as required
• Maintains area records. Establishes, maintains, or updates files
•  Provides guidance and assists users with the initiation of routine financial transactions. Escalates issues to the Staff Service Centre or assigned Financial Partner. 
• Manages petty cash

Facilities/ Security:

• Coordinates card access and door access. Processes key deposits, revenues, returns and refunds
• Organizes and maintains the faculty key inventory, which includes signing in/out keys and/or providing access via various key/card systems, orders new keys, and lock repairs
• Sets up office spaces for new Faculty and Academic Teaching Staff. Supports basic office moves
• Coordinates all Graduate Student, PDF, and RA space/office allocation and records
• Books classroom/meeting room space for instructors
• Provides on-site furniture and facilities support for events
• Assists with lab cleanup and audits of graduate student space
• Posts notifications and event signage

Other duties as required

Graduate Studies Support

• Provides support for the Associate Dean, Graduate Students
• Provides support for the graduate advisor team (ie., student check-ins, orientations)
• Prepares letters, emails, and other documents for the area (ie., Calendar Change Forms)
• Helps to facilitate Graduate course scheduling requests
• Serves as recording secretary to area/program Committees.
• Other duties as assigned

Undergraduate Studies Support

• Provides support for the Associate Dean, Undergraduate Students
• Industry Advisory Committee (IAC) administrative support
• Assistance with Program Renewal (ie., Calendar Change Forms)
• Helps to facilitate Undergraduate course scheduling requests
• Prepares letters, emails, and other documents for the area
• Serves as recording secretary to area/program Committees. Coordinates documents and agendas. Anticipates and prepares supporting materials. Distributes meeting 

●    Completion of a diploma or certificate in Office Administration or a related field. An equivalent combination of education and experience will be considered. Candidates without formal education should have at least one year of directly related office administration experience.
●    Experience in a post-secondary educational institution is preferred.
●    Excellent interpersonal skills, organization, time management, accuracy and attention to detail
●    Demonstrated ability to perform independently or in a team environment; requires critical thinking
●    Able to establish and maintain effective working relationships with senior leadership and stakeholders
●    Knowledge of the University research environment would be an asset
●    Moderate to high level computer skills (eg. MS Word, Excel, PowerPoint, Adobe Acrobat, Zoom, etc.) required
●    Experience with PeopleSoft applications would be an asset
●    Effective written and verbal communication skills required

Application Instructions

Click "Apply Now" to submit your cover letter and resume.

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).