Faculty Operations Assistant - University of Alberta, Edmonton

About the role

Join the Faculty of Medicine & Dentistry as an Operations Assistant and play a vital role in supporting the Dean's Administrative Office. As a trusted resource and first point of contact for a diverse range of faculty, staff, and visitors, you will help deliver exceptional service and contribute to a positive and efficient workplace experience at the University of Alberta in Edmonton.

In this multifaceted role, you will coordinate administrative activities, support strategic initiatives, and help ensure projects and operations run smoothly. Success in this position requires strong attention to detail, excellent interpersonal skills, and the ability to manage competing priorities in a collaborative and fast-paced environment.

Day-to-day

The responsibilities for this position are split across supporting the Lead, Strategic Initiatives as well as general faculty services and operations:

• Provides day to day administrative support and coordination of activities for the Lead, Strategic Initiatives while reporting to the Team Lead, Faculty Services
• Maintains complex calendars and schedules for various department initiatives
• Communicates with the departments, faculty office, and university administrators, as well as external contacts on behalf of the leadership team
• Composes routine correspondence for signature, tracking items to ensure timely action
• Prepares meeting and presentation materials
• Reviews and prioritizes daily incoming correspondence and initiates or completes action where appropriate
• Maintains efficient electronic and paper filing systems for operation records
• Prepares itineraries, makes travel arrangements, and coordinates travel and expense claims for faculty members and academic visitors
• Coordinates and tracks invoices and expenses for various portfolios within the area
• Coordinates meetings and events, including logistics, agenda, and minute distribution, and records minutes when required
• Plans, coordinates and handles set up and take down for Faculty events and workshops in conjunction with other administrative supports within the Faculty
• Coordinates organization of guest speakers, and posters for speaking engagements, prepares itineraries, and assists with travel and accommodation planning
• Coordination of receipts for Pcard reconciliation
• Works as part of a team of administrators to provide support for all activities that fall under the Dean's Administration and supports faculty initiatives such as the Clinical Academic Colleague process
• Acts as a point-of-contact and resource for faculty, department staff, students, and the public
• Initiates and coordinates various requests including preparing reports, coordinating TAMIS and Evergreen requests, and coordinating the reservation, preparation, and maintenance of physical spaces
• Acts as backup to other team members within the Dean's Administration area
• Identifies and implements process improvements ensuring effective communication
• Supports day-to-day operations for financial and human resources transactional requests

Who we are looking for

Candidates must meet the following education, technical, and professional requirements to be considered for these university administration jobs in Edmonton:

• Minimum post secondary education of Degree or Diploma in Business Administration or related field
• 3 to 5 years experience working with and supporting senior leadership
• 1 to 3 years experience with PeopleSoft or similar software to perform HR and Financial transactions and reporting
• Intermediate level or higher computer experience in the use of databases, spreadsheets, and word processing including mail merges
• Intermediate level or higher experience in Google applications and other virtual meeting platforms
• Demonstrated ability to navigate financial and human resource policies and procedures
• Demonstrated ability to exercise good judgement, tact, and professionalism
• Demonstrated ability to maintain organization and effective time management in a fast-paced and demanding environment
• Strong communication skills both oral and written
• Strong commitment to client service with a professional and positive approach
• Demonstrated problem-solving skills
• Ability to work independently with minimal direction as a self-learner is a critical core competency