Department Administrator (EA)

Job title:

Department Administrator (EA)

Company

University of Alberta

Job description

DescriptionThis position is a part of the Non-Academic Staff Association (NASA).This position offers a comprehensive benefits package which can be viewed at: .Location – Work primarily takes place at the Edmonton Clinic Health Academy (ECHA) North Campus, Edmonton; with occasional activities in Edmonton Kaye Edmonton Clinic (KEC), Oral Health Clinic (OHC), and the Katz research locations.Working at the University of AlbertaThe 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 FirstPeoples of Canada, whose presence continues to enrich our vibrant community.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. .Working for the FacultyThe Mike Petryk School of Dentistry has one accredited certificate program in Dental Assisting totaling 52 students, two undergraduate programs, Dentistry and Dental Hygiene totaling 326 students, six graduate programs (three clinical and three non-clinical) with over 60 students, and two postgraduate programs with 6 residents.There are approximately 24 Faculty, 42 Academic Teaching Staff (ATS), and 230 Excluded Academic staff, that are supported by the Clinical Services Team.The OHC Clinical Programs operate out of the Kaye Edmonton Clinic, which includes 134 operatories, an in-house prosthodontics and orthodontics laboratory, industrial sterilization unit, and two dispensaries for distribution of equipment and instrumentation and supplies.The School is the service provider in three Dental Outreach Clinics located in La Crete, High Level and McLennan, Alberta.Additionally, the Mike Petryk School of Dentistry provides CDE programs for dental health professionals that are primarily clinically based. The administrative and clinical services within CDE will report under the Manager, Clinical Services.PositionReporting to the Supervisor, Administrative Services, the Department Administrator (Executive Assistant) provides executive administrative support to the Senior Associate Dean & Chair of Dentistry, related to all daily activities. This position is responsible for effective and efficient day-to-day operation of the School, which involves the ability to manage multiple activities, prioritize tasks and schedules as well as daily communication with other program staff, external stakeholders, and community partners. The position also provides administrative support for special projects and initiatives.Due to the fast-paced nature of the School of Dentistry’s working environment and emerging priorities, the Department Administrator – EA must work with a high degree of independence and adaptability, exercising considerable tact, judgment and working effectively to manage competing priorities within tight time constraints.Duties

• Respond to general department inquiries and draft and/or send correspondences that may relate to facilities, building access, security or outages, etc.
• Coordinate workspace assignments and office moves.
• Facilitate activities related to building access, office, and cabinet keys; respond to maintenance issues including liaising with the different units responsible for facilities and access.
• Maintain and enter records into the department database.
• Independently manage and prioritize the Department Chairs calendar, appointments, and contacts, ensuring efficient scheduling and time management.
• Coordinate closely with other executive assistants and external parties to manage schedules and arrange meetings with regulatory college and university officials.
• Coordinate and support department council and departmental committee meetings including organizing agendas and taking minutes.
• Assist with faculty recruitment activities – setting up visit arrangements, taking care of paperwork, creating itineraries, booking travel arrangements, hosting recruits, etc.
• Arrange and host virtual meetings as directed.
• Support the department FEC & ATSEC administrative processes.
• Participate as a departmental onboarding coordinator in unit-level onboarding/off-boarding activities.
• Provide backup coverage for Department Administrator (HR) initiating appointments in the APS system, and creating pay action forms.
• Conduct records management activities including maintaining efficient electronic and paper filing systems in accordance with records retention policies.
• Update sections (as assigned) on DentraNet.
• Set up and troubleshoot audio-visual equipment as needed.
• Initiate the financial administration activities of the office including tasks such as preparing and processing invoices, purchase requisitions, and expense claims according to university procedures, financial policies, and audit requirements.
• Provide guidance and assists users in general transactional financial support activities such as processing non-employee expense claims and reconciling expenses through pcard(s).
• Coordinate, maintain, and attend special project meetings including scheduling, preparing agendas, taking minutes, and documenting action items at Steering Committee meetings, strategic sessions, and applicable working groups.
• Prepare reports, presentations, communications, and documents relating to the different phases of the projects.
• Coordinate all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence.
• Prioritize and organize the workload of the project teams to ensure items that are critical to the business and to key stakeholders are on the agenda.
• Support, maintain, and facilitate record keeping of project-related files and deliverables including data entry and budget/finance reconciliations as needed.
• Coordinate extensive and sometimes complex travel arrangements, hotels, and itineraries.
• Plan and coordinate for onsite, offsite, and online meetings, meeting rooms, special functions, and events including logistics such as location, meals, technology, communication, materials, and RSVP responses.

Qualifications

• Diploma in Business Administration or equivalent, undergraduate degree preferred. Education and experience equivalencies may be considered.
• A minimum of five years of relevant experience in a busy academic administrative office.
• Experience creating and writing various documents such as briefing notes, agendas, meeting minutes, and annual reports.
• Strong commitment to confidentiality, discretion, and professionalism.
• Experience in human resources and financial administration, including budget monitoring and expense reconciliation.
• Knowledge of the University of Alberta policies, procedures, and collective agreements.
• Well-developed planning and organizational skills; ability to meet deadlines and manage competing priorities.
• Excellent written and verbal communication skills.
• Strong computer proficiency is required, using databases and spreadsheets, and in the following computer systems/platforms that include: Microsoft Office Suite; Google applications; and Peoplesoft (HCM, Campus Solutions, Financials, eTRAC), APS, and Alfresco.
• Extensive knowledge of University of Alberta policies, procedures, and systems.
• Ability to work independently and as part of a team in a high-pressure, fast-paced environment.
• High level of accuracy and attention to detail.

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.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.Note: This opportunity will be available until midnight September 20, 2024, Edmonton, Alberta local time.

Expected salary

$51821.52 – 70382.74 per year

Location

McLennan, AB – Edmonton, AB

Job date

Sun, 15 Sep 2024 05:08:02 GMT

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