Job Description
This competition is open to all applicants however; internal candidates of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

Location
This role is in-person at North Campus, Edmonton.

This position has an end date of December 31, 2026

Reporting to the Executive Assistant to the Chair, the Administrative Assistant will be responsible for providing administrative support to the ECE front office; the Associate Dean, Undergraduate Students; the Associate Dean, Graduate Students; the graduate studies team; and the Executive Assistant to the Chair. This position will be a part of the front face of the department, providing exceptional customer service to our students, faculty, staff, guests, and alumni.

The ECE front desk is open 5 days a week (Monday to Friday) following University hours.

Responsibilities
Communications

Serves as a resource for routine and general inquiries and procedures

Greets visitors to the area and routes them to the appropriate individual

Manages the Department’s general email account, responding and redirecting inquiries as appropriate and timely

Disseminates routine communications to students and/or faculty such as memos, notices, emails, and letters

Manages the ECE department’s LinkedIn page

Program Operations

Assists with special events and professional development programs (i.e. ordering catering; processing registrations; set-up & take down, onsite support; etc.)

Maintains inventory of office equipment and supplies

Sorts and distributes mail; arranges mail slots for new staff; schedules courier service, as required

Maintains area records. Establishes, maintains, or updates files

Provides guidance and assists users with the initiation of routine financial transactions. Escalates issues to the Staff Service Centre or assigned Financial Partner.

Manages petty cash

Facilities/ Security

Coordinates card access and door access. Processes key deposits, revenues, returns and refunds

Organizes and maintains the faculty key inventory, which includes signing in/out keys and/or providing access via various key/card systems, orders new keys, and lock repairs

Sets up office spaces for new Faculty and Academic Teaching Staff. Supports basic office moves

Coordinates all Graduate Student, PDF, and RA space/office allocation and records

Books classroom/meeting room space for instructors

Provides on-site furniture and facilities support for events

Assists with lab cleanup and audits of graduate student space

Posts notifications and event signage

Other Duties As Required
Graduate Studies Support

Provides support for the Associate Dean, Graduate Students

Provides support for the graduate advisor team (ie., student check-ins, orientations)

Prepares letters, emails,



and other documents for the area (ie., Calendar Change Forms)

Helps to facilitate Graduate course scheduling requests

Serves as recording secretary to area/program Committees.

Other duties as assigned

Undergraduate Studies Support

Provides support for the Associate Dean, Undergraduate Students

Industry Advisory Committee (IAC) administrative support

Assistance with Program Renewal (ie., Calendar Change Forms)

Helps to facilitate Undergraduate course scheduling requests

Prepares letters, emails, and other documents for the area

Serves as recording secretary to area/program Committees. Coordinates documents and agendas. Anticipates and prepares supporting materials. Distributes meeting

Qualifications

Completion of a diploma or certificate in Office Administration or a related field. An equivalent combination of education and experience will be considered. Candidates without formal education should have at least one year of directly related office administration experience.

Experience in a post-secondary educational institution is preferred.

Excellent interpersonal skills, organization, time management, accuracy and attention to detail

Demonstrated ability to perform independently or in a team environment; requires critical thinking

Able to establish and maintain effective working relationships with senior leadership and stakeholders

Knowledge of the University research environment would be an asset

Moderate to high level computer skills (eg. MS Word, Excel, PowerPoint, Adobe Acrobat, Zoom, etc.) required

Experience with PeopleSoft applications would be an asset

Effective written and verbal communication skills required

About Us
The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.





Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

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

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a protected environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. 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.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.

About The Team
The Faculty of Engineering is one of North America’s top engineering schools, known for innovation, collaboration, and impact. It fosters an exceptional student experience through a holistic approach that combines technical excellence with emotional intelligence. With strong community engagement, interdisciplinary research, and a commitment to societal well-being, the faculty prepares students to lead in a rapidly evolving, global engineering landscape.

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📌 Administrative Assistant (Alberta)
🏢 University of Alberta
📍 Alberta