Masters Program Office, Alberta School of Business
Competition No. - S103045643
Posting Date - Jul 23, 2021
Closing Date - Jul 30, 2021
Hourly Rate - $25.62 - $34.59
Grade - 07
Hours - 35
This 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 indicate your internal status using the "Advertisement" drop down menu when applying.
This position has an anticipated end date of January 31, 2022.
Reporting to the Associate Dean, the Executive Assistant (EA) serves as an integral member of the Masters Programs Office by providing key senior level administrative support to the Associate Dean, as well as the Senior Directors. The position serves as a primary point of contact for internal and external stakeholders and often assumes a key role in ensuring the completion of projects and initiatives. With many competing demands and a heavy workload at times, the ability to work efficiently and prioritize tasks is crucial. The EA coordinates and manages the day-to-day activities of the Associate Dean. This position involves a high degree of independence, decision making and confidentiality.
The Alberta School of Business is one of the world’s leading institutions in business education and research. As the first and longest continually accredited business school in Canada, the Alberta School of Business is one of the largest business schools in Canada with 70 faculty members, 2100 undergraduate students, and 950 students in our Masters and PhD programs. Since 1916, the innovative ideas, entrepreneurial spirit and leadership of the School’s more than 31,000 alumni have strengthened businesses and communities worldwide. Our vision is simple, yet powerful: To develop and inspire entrepreneurial leaders from Alberta for the World. Our mission is to excel and lead through research, teaching and external engagement. For more information about the School, please visit our website at www.business.ualberta.ca
Provides executive assistance to Associate Dean, Masters Programs, including email and calendar management, managing “bring forward” files and agendas, travel arrangements, expense reports, document support, draft correspondence, etc.
Provides senior level administrative support to the Directors of the Masters Programs Office in terms of meeting schedules and travel arrangements etc.
Maintains a detailed awareness and understanding of all on-going activities in the Masters Programs Office, as well as a detailed awareness of the Associate Dean’s email correspondence and other written correspondence
Responsible for the implementation of various special projects as assigned
Assists in generating reports, proposals, research, communications with students, etc.
Helps orient new employees and prepares for their arrival
Coordinates travel arrangements on behalf of Masters Programs Office staff, instructors, and students as required
Provides a high level of customer service as the initial point of contact over the phone, both individual and Masters Programs email accounts, and in person for students, faculty, prospective students, and the general public with the Masters Programs Office
Leverages expertise with word processing, spreadsheets, database and/or presentation software to prepare and proofread reports, proposals, memos, letters, internet postings and other documents
Supports admissions during peak times, including response to inquiries, managing application files and following up with applicants
Provides support in processing/tracking department financial transactions and assists in monthly reconciliation of the corporate purchasing card for which the Assistant Dean is responsible and maintains a back-up of expense documents
Assists in organizing and overseeing the planning for high-profile special events (conferences, workshops, convocations, campus visits of dignitaries and other guests, etc.); specific duties include logistics, booking of space, catering arrangements, permits, managing guest lists and invitations, marketing plans and communications, budget oversight, invoices and billings, travel arrangements and itineraries, etc.
Assists in organizing and overseeing the planning of events for the Masters Programs Office; events could include convocation, information sessions, student events, recruitment fairs, alumni events, etc.
Manages inventory of office and program-related supplies
Performs additional duties as required
Undergraduate degree, preferably a business related degree; equivalent combinations of education and experience will be considered; minimum High School Diploma supplemented with administrative courses
Minimum 3 to 5 years of related experience in a large/complex organization; preference is given to experience in a post-secondary setting
Advanced user of MS Office (Word, Excel, PowerPoint) and Google Applications
Familiarity with PeopleSoft is considered an asset
Knowledge of university policies, procedures and programs is an asset
How to Apply
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.
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.