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.

Responsibilities

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

Qualifications

- 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 PeopleSoft (or similar) software to perform HR and Financial transactions and reporting

- Intermediate level or higher computer experience in the use of databases, spreadsheets, and word processing including mail merges

- Intermediate level or higher experience in Google applications and other virtual meeting platforms

- Demonstrated ability to navigate financial and human resource policies and procedures

- Demonstrated ability to exercise valuable judgement, tact, and professionalism

- Demonstrated ability to maintain organization and effective time management in a fast-paced and demanding environment

- Strong communication skills (oral and written)

- Strong commitment to client service with a professional and positive approach

- Demonstrated problem-solving skills

- Ability to work independently with minimal direction as a self-learner is a critical core competency

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package .

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 safe 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 Medicine & Dentistry is one of the world’s top academic health science centres. With 21 departments, multiple research institutes and centres, and a focus on excellence in education, research, and clinical care, the faculty trains outstanding medical and dental professionals and drives global health innovation in collaboration with partners across sectors.

📌 Faculty Operations Assistant (Edmonton)
🏢 University of Alberta
📍 Edmonton