Now Hiring: Administrative Assistant

Position Summary

Reporting to Finance & HR Officer, the Administrative Assistant works in collaboration with the administrative team at the Alberta Machine Intelligence Institute (Amii) on campus and assists Amii Fellows, primarily providing support on administrative and reporting activities.

This position has a term length of one year.

Duties

Data Management

• Maintains PCard accounts: monitors limits, collects receipts, prepares monthly reconciliations
• Assists with non-compute purchases (via PCard & PO)
• Process purchase requisitions, purchase orders, and invoices through SupplyNet for unit
• Assists Amii Fellows in reporting collected metrics to stakeholders (CIFAR, RSO, CRC office etc.)
• Assists with compiling annual reports to the Faculty of Science (e.g. FEC Annual report)
• Assists in preparing Salary and Benefits Adjustments (SBA) and Accounts Payable Journal Vouchers (APJV) in order to correct/clear research accounts
• Assists Amii Fellows with budgeting and data entry
• Triages ua.support portfolio in Asana
• Maintains and regularly updates Amii Intranets and mail groups on campus (e.g. students, postdocs)
• Maintains accurate records for the Alberta Machine Intelligence Institute research Centre
• Ensures adherence, compliance with granting agency guidelines and U of A policies and procedures
• Retains, distributes and destroys all documentation in accordance with agency and university records management policies and procedures
• Maintains confidentiality with respect to personal, faculty, and financial information

Scheduling, Meetings and Logistics

• Registers students, staff and fellows for conferences, arranges flights, hotels and transportation
• Makes travel arrangements as required / advises on TAP & HAP submissions
• Prepares travel / expense / PER / non-employee claims
• Arranges Amii Fellows meetings, coordinates schedules and room bookings, sets up equipment
• Develops agendas, assembles any preparatory materials and documentation for meetings and acts upon any action items arising from the meetings
• Assists in coordinating events, including arrangements for transportation, accommodation, preparation of itineraries, dealing with travel agencies/hotels

Office Administration and Communications

• Acts as Fellows’ point of contact in all administrative-related matters at the UofA
• Enters data to the Canadian Common CV (CCV) on Amii Fellows request
• Assists Amii Fellows in creating email filters, drafts and proof-reads reports, data entry
• Collects and distributes mail, taking necessary action to respond to correspondence when appropriate
• Performs other ad hoc requests, and projects as required

Qualifications

• Post-Secondary Certificate/Diploma in administration is preferred; minimum High School diploma
• Minimum 5 years of related administrative experience; knowledge of post-secondary environment and common policies and procedures will be considered an asset
• Excellent interpersonal and communication (oral and written) skills. Strong team player with the ability to effectively collaborate with diverse Amii teams, professors, students
• Ability to work independently with minimal supervision
• Ability to organize and prioritize (sometimes conflicting) tasks effectively to meet deadlines
• Superior accuracy and attention to detail
• Thorough working knowledge of Google docs/spreadsheets/forms
• Ability to learn quickly and adapt in a rapidly changing environment
• Experience with PeopleSoft, Asana, Canadian Common CV (CCV) will be considered an asset

How to Apply

The University of Alberta is looking for someone to start as soon as possible. The review of applications will begin on April 1 and will continue until a suitable candidate is found; in order to ensure full consideration, applications must be submitted through the University of Alberta listing by April 10.

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.

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.

COVID-19 Vaccination: Proof of full vaccination against COVID-19 in compliance with the University’s COVID-19 Vaccination Directive. Fully Vaccinated means a status an individual achieves 14 days after having received the recommended number of doses of a COVID-19 vaccine approved by Health Canada or the World Health Organization, and requires the individual to maintain the recommended number and type of vaccine doses as updated and required by Health Canada thereafter.