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.
The Faculty of Arts is a diverse and inclusive academic community spanning the humanities, social sciences, and fine arts. Through innovative research, teaching, creative expression, and strong community partnerships, the Faculty of Arts advances knowledge and drives positive societal change. It provides students with the tools to think critically, engage meaningfully, and contribute to a more just and thoughtful world.
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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).
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May prepare HR documentation for a variety of positions and maintain personnel files.
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Supports the Chair in ensuring collection, completion, and storage of documents for department activities, including faculty evaluations, funding applications, leave requests, etc.
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Supports the FEC and ATSEC processes.
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Assists with travel arrangements and expense payments.
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Assists faculty, staff and student groups with event planning, organizing and implementation.
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Responds to inquiries in person, by phone, and email and manages department mail.
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Works with the ADM and other staff, to assign offices to academic staff, graduate students, visitors, and others.
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Administers key/proximity cards for Onecard users.
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Assists in orienting new employees.
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Manages office supplies inventory.
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Maintains organization and functionality of department photocopier/ mail areas, and common areas.
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Assists with managing furnishings inventory and arranges moves/surplus as required.
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Maintains effective and efficient filing systems, including digital record keeping.
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Plans and manages calendar events, and tracks the Chair’s financial projects/commitments, events, deadlines and other activities, as needed.
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Diploma in Office Administration or Business Administration; undergraduate degree preferred. An equivalent combination of education and experience may be considered.
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Three to five years of experience in an academic department performing administrative support is required.
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Computer proficiency in a Windows environment using MS Office applications (Word, Excel) and various computing programs and applications (Google, PeopleSoft CSM, HCM) is required.
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Excellent communication (written and oral), interpersonal, organizational, and time management skills are required.
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Knowledge of FOIPP and document retention and destruction requirements is preferred.
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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.
The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, 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. Learn more.
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, Métis 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’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.
