Administrative Assistant

Résumé du poste

The administrative assistant provides day-to-day support to a group of researchers, including website maintenance, data entry, and event logistics. They also assist with program reporting, financial forms, and coordination with institutional partners.

Détails du poste

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. RESPONSIBILITIES 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. QUALIFICATIONS * 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 [https://www.ualberta.ca/en/human-resources-health-safety-environment/benefits-and-pay/benefits-and-pension/benefits-overview/index.html]. The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit. 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 [https://www.ualberta.ca/en/careers.html]. 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. The Faculty of Science [https://www.ualberta.ca/en/science/index.html?utm_campaign=launch-media&utm_medium=institutions&utm_source=ualberta] is internationally recognized for excellence in research and education. Through pioneering discovery and innovation, the faculty addresses global challenges across disciplines such as biology, chemistry, computing science, physics, mathematics, and earth sciences. Its work positions the university at the forefront of technological, environmental, and scientific advancement.

Ce que vous ferez

The administrative assistant provides day-to-day support to a group of researchers, including website maintenance, data entry, and event logistics. They also assist with program reporting, financial forms, and coordination with institutional partners.

Exigences

Candidates must have a post-secondary degree or diploma and at least 3 years of administrative experience in finance and human resources. Proficiency in Microsoft Office and Google Suites is required, with experience in academic or research settings considered an asset.

Avantages

• Comprehensive benefits package

Compétences indiquées

• Résolution de problèmes · Souhaitée
• Administrative Support · Souhaitée
• Microsoft Excel · Souhaitée
• Communication · Souhaitée
• Microsoft Office · Souhaitée
• Saisie de données · Souhaitée
• Gestion de projet · Souhaitée

Autres compétences pertinentes

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Administrative support
• Financial processes
• Human resource processes
• Microsoft Office
• Google Suites
• Data entry
• Project management
• Website maintenance
• Communication
• Organizational skills
• Problem solving
• Excel
• PeopleSoft
• Research administration
• Business Metrics
• Influencing Skills
• Administrative Support
• Influencing Without Authority
• Professionalism
• Organizational Skills
• PeopleSoft Applications
• Results Orientation
• Supply Management
• Ethical Standards And Conduct
• Administrative Functions
• Research
• Adaptability
• Artificial Intelligence
• Chemistry
• Biology
• Data Entry
• Finance
• Financial Statements
• Earth Science
• Psychology
• Innovation
• Problem Solving
• Knowledge-Based Systems
• Project Management Software
• Mathematics
• Project Management
• Performance Metric
• Physics
• Presentations
• Safety Training
• Social Sciences
• Sorting
• Environment Health And Safety
• Templates
• Enterprise Application Software

Domaines d’emploi

• Administrative
• Science & Research
• Education
• Finance & Accounting
• Human Resources
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive