University of Alberta

Administrative Assistant

Canadian Literature Centre

Competition No.  -    S107339453
Posting Date  -    Jul 23, 2019
Closing Date  -    Aug 22, 2019
 
Position Type  -    Part Time - Grant Funded
Salary Range  -    $21,415 to $28,682 (pro-rated) per year
Grade  -    06
Hours  -    17.5

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Reporting to and with limited supervision from the Centre's Director, the Business Manager works with Canadian Literature Centre (CLC) executive board and Communications Officer to support the Centre's research and programming mandate by ensuring that all administrative duties are performed optimally.

Duties

• Attend, when possible, meetings of the Centre's Executive Board and act as resource person and/or recorder during those meetings, as required.
• Supervise and enable (by presence and also promote) "open hours" in the Centre (drop-in hours for student and public access to the Centre's print and digital resources).
• Maintain CLC communications with community members. Represent the Centre to the public by responding directly to queries received by email or telephone or through the Centre's website (preferably in both English and French) or by referring these to other Centre staff, as appropriate.
• Develop, in consultation with the Director, an annual budget for the Centre; record and monitor expenses using MS Excel and the University of Alberta PeopleSoft Financials System; prepare annual financial reports for submission as part of the Centre's annual reports to the Faculty of Arts and to the University.
• Act as the Centre's website administrator. Manage website content, including updates (in English and French) and development of new website initiatives.
• Negotiate and manage contracts for translation of publicity material and website content (English to French; French to English).
• Assist the Communications Officer with the organization, logistics and execution of CLC events, including consulting about event timing, making catering decisions, booking venues, approving invoices, processing visiting speaker honoraria and travel payments.
• Design and disseminate publicity documents (posters and website postings) for CLC events and initiatives.
• Monitor and purchase Centre supplies and equipment, as required.
• Report facility maintenance issues (cleaning and repairs); arrange for equipment maintenance and repairs; arrange for Centre space security access for CLC principals/staff/visitors.
• Maintain CLC records and archives.
• Perform general administrative functions such as photocopying and other such duties, as required.

Qualifications

  • High School Diploma supplemented by relevant coursework, training and experience; university degree preferred.
  • 1-3 years administrative experience, preferably in a university environment.
  • Computer proficiency using MS Office applications (Word, Excel, Outlook, PowerPoint, Access). Knowledge of PeopleSoft Financials is desirable.
  • Excellent written and verbal communication skills.
  • Experience and skills in the creation or maintenance of websites preferred.
  • Ability to function in English and French would be desirable.

How to Apply

Apply Online

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.