Executive Assistant

Job title:

Executive Assistant

Company

University of Alberta

Job description

DescriptionThis competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please log in to verify your internal candidate status.This position is a part of the Non-Academic Staff Association (NASA).This position offers a comprehensive benefits package which can be viewed at: .Location – Work primarily takes place at North Campus, Edmonton. This role is in-person.Working at the University of AlbertaThe 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. .Working for the Department of Medical Microbiology & Immunology (MMI)The Department of Medical Microbiology & Immunology (MMI) was formed in 1995 by the merger of the Department of Medical Microbiology and Infectious Diseases and the Department of Immunology. The merger recognized the natural link between infectious diseases (offence) and host immunity (defence) as two sides of the same coin, and it positioned our department to become a leader in the growing research field of pathogen-host relationships.We are a research-intensive unit that pursues dynamic projects in the areas of bacteriology, immunology, and virology. Our research foci include host-pathogen interactions, virus infection and replication, immune responses to pathogens, bacterial pathogenesis, as well as autoimmunity and cancer immunology. Our research goals are to create and improve therapeutic agents, vaccines, and physiological interventions to improve health, and diminish or prevent disease. Our strong graduate student program prepares graduates for entry into exceptional careers over a wide spectrum of areas and diverse capacities.PositionThe Medical Microbiology and Immunology (MMI) Executive Assistant provides senior-level support to the Department Chair and Academic Department Manager, and is the face of MMI for day-to-day administrative needs from department members and visitors. This position is also the primary resource and point of contact for tenure track FEC processes and is required to liaise and provide information to faculty, senior faculty and administrators in the department.Working in a very busy and demanding environment, this position is required to handle urgent situations appropriately and with sensitivity to the issue. The position facilitates office workflow ensuring deadlines are met and will act as the first point of contact by problem solving and actioning appropriate solutions on behalf of the Chair and the ADM.The position also serves as the Immunology Network’s primary administrator. In consultation with the Immunology Network Chair and Coordinators, it is responsible for the scheduling of seminars, preparation of promotional materials, and making travelling and catering arrangements necessary for visiting speakers.Other duties will include writing and editing various communications for mass distribution.Duties

• Primary point of contact for departmental day-to-day inquiries;
• Provides administrative support and coordination of activities for the Chair and ADM;
• Maintains schedules and calendars;
• Communicates with department, Faculty Office, and University administrators, as well as external contacts;
• Supports meetings led by the Chair or ADM, including logistics, technology, agenda, polls, meeting packages, and minute preparation and distribution;
• Distributes departmental mail;
• Orders and distributes office supplies;
• Manages and tracks building access and distribution of keys;
• Maintains department contact lists;
• Initiates and tracks IT, maintenance, or other departmental work requests;
• Prepares itineraries, and makes travel arrangements for invited speakers on behalf of host faculty members;
• Updates the department website as needed;
• Other administrative duties as required.

Minimum Qualifications

• Undergraduate degree, or post-secondary training in administration or business program; combinations of experience and education may be considered;
• Minimum of 3-5 years of administrative support experience;
• Strong time management and organizational skills;
• Ability to prepare, edit and distribute correspondence, surveys, promotional materials, and presentations to a high standard;
• Superior attention to detail and accuracy;
• Excellent interpersonal and communication (verbal and written) skills;
• Demonstrated ability to act with professionalism, confidentiality, and diplomacy;
• Advanced proficiency in MS Office, Google Suite applications and collaboration platforms such as Zoom.

Preferred Qualifications

• Experience working in a similar position at the U of A or other academic institution.

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.The University of Alberta is committed to an equitable, diverse, and inclusive workforce. 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.Note: This opportunity will be available until midnight August 18, 2024, Edmonton, Alberta local time.

Expected salary

$47918.92 – 64697.48 per year

Location

Edmonton, AB

Job date

Wed, 07 Aug 2024 23:11:19 GMT

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