Projects, General Administrator

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of one year plus a day and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

Location – North campus

Working for the University of Alberta 

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 First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Position summary

Under the general direction of the Faculty General Manager, the Projects, General Administrator will support the Law Advisory Selection Committee, which is responsible for assessing candidates for faculty positions in Law, including maintaining records and coordinating travel and itineraries for candidate seminars and visits, and processing non-employee expense claims.  This position will also be responsible for assisting with temporary academic visitors, including Justices/Judges in Residence and Visiting Scholars.  The incumbent will maintain internal records related to faculty members and assist with special programming, including Law on-line courses and/or micro-credentials.  The incumbent will be responsible for decanal initiatives such as strategic planning, faculty accreditation, and faculty retreats, forums and ad hoc Committees.  In addition this position is responsible for finance process coordination/initiation, including purchase requisitions, vendor payments, travel and expense claims for leadership, initiating finance transactions and assisting with the administration of petty cash.  The incumbent will provide back-up coverage for the Dean’s Executive Assistant and other Law administrative positions.

Duties

Faculty Recruitment and Academic Visitors 

• Manages communication between the Advisory Selection Committee, Dean, applicants and interview candidates and maintains information and records on applicants and candidates
• Coordinates travel and itineraries for candidate interviews and processes non-employee claims for candidates
• Organizes candidate seminars and visits, including catering, travel and accommodation
• Manages communications between the Dean and temporary academic visitors, including Justices/Judges in Residence and Visiting Scholars
• Assists in organizing office space, network and building access and other services for temporary academic visitors, including Justices/Judges in Residence and Visiting Scholars

Project Coordination/Faculty Records

• Organizes meetings and maintains records for decanal initiatives, including strategic planning, Law accreditation, meetings, open forums, faculty retreats, informal faculty meetings and ad hoc committees
• Assists with organization, correspondence and material preparation for special programming, including online courses for non-law undergraduate students, experiential learning and/or micro-credentials
• Assists with the organization of conferences and moot competitions hosted by the Faculty of Law
• Assists with the administration of Law and University awards for faculty, sessional instructors and staff
• Maintains internal records pertaining to faculty appointments, promotion, sabbatical and other types of leaves, secondments, awards and administrative appointment

Finance Process Coordination/Initiation

• Initiates purchase requisitions/orders in SupplyNet
• Initiates vendor payments in SupplyNet and through Shared Services
• Initiates travel and expense claims for leadership (back-up for Executive Assistant)
• Provides guidance and assists users with initiation of routine financial transactions, escalates to Law Finance Partner when required
• Identifies, troubleshoots and resolves transactional issues and corrects errors, when required escalates to Finance Partner
• Initiates transactions in conjunction with finance resources to make adjustments
• Assists with the administration of petty cash

Minimum Qualifications

• Minimum office administration diploma
• Minimum 12 months administrative experience, preferably in a post-secondary environment
• Computer proficiency including MS Office and Google
• High level of accuracy and attention to detail
• Ability to prioritize and work within tight deadlines
• Excellent written and oral communication skills
• Ability to work independently and in a team environment
• Well-developed interpersonal skills and demonstrated professionalism

Preferred Qualification

• Preference for a minimum of two years post-secondary studies

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.