Faculty Operations Assistant

This competition is open to all applicants however; internal applicants will be given priority consideration based on minimum qualifications, or a combination of experience, skills, and abilities before external applicants are considered.

Location  - This role is in-person. Work primarily takes place at North Campus Edmonton.

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.

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.

Administrative Support to the Lead, Strategic Initiatives

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 & 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. Records minutes when required

Plans, Coordinates and handles set up and take down for Faculty events and workshops in conjunction with other Admin. supports within the Faculty

Coordinates organization of guest speakers, and posters for speaking engagements, prepare itineraries, and assists with travel and accommodation planning

Coordination of receipts for Pcard reconciliation

Administrative Support for the Faculty Services / Operations

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 (Clinical Academic Colleague process)

Acts as a point-of-contact and resource for faculty, department staff, students, and public

Initiates and coordinates various requests including preparing reports, coordinating TAMIS and Evergreen requests, coordinating the reservation, preparation, and maintenance of physical spaces

Acts as backup to other team members within the Dean’s Administration area

Maintains efficient electronic and paper filing systems for operation records

Composes routine correspondence for signature, tracking items to ensure timely action

Prepares meeting and presentation materials

Identifies and implements process improvements ensuring effective communication

Supports day-to-day operations for financial and human resources transactional requests

Minimum post secondary education of Degree/Diploma in Business Administration or related field

3-5 years experience working with and supporting senior leadership

1-3 years experience with People Soft (or similar) software to perform HR and Financial transactions and reporting

Intermediate level or higher computer experience in the…