University of Alberta

Administrative Assistant, Undergraduate Services

NU Nursing

Competition No.  -    S102334424
Posting Date  -    Dec 05, 2017
Closing Date  -    Dec 12, 2017
Position Type  -    Full Time - Operating Funded
Salary Range  -    $46,627 to $62,954 per year
Grade  -    07
Hours  -    35

This position offers a comprehensive benefits package which can be viewed at:

Reporting to the Director - Undergraduate Services, the Administrative Assistant plays a key role in the management and efficiency of the Undergraduate Administrative office with minimum supervision. The position is responsible for carrying out key functions related to Sessional faculty staffing and continuing faculty teaching assignments. The position also provides general administrative support for other Undergraduate Services activities and day-to-day administrative support to Associate Deans, Assistant Dean, and Directors.


  • Identifies Sessional teaching assignments and gaps
  • Performs recruitment activities related to sessional staff (receive resumes, screen applicants, set up interviews and prepare reference checks)
  • Coordinates with Human Resources to ensure contracts and payroll documentation are completed 
  • Manages sessional teaching assignments by gathering preferences, tracking responses, preparing teaching assignment letters, etc.
  • Maintains database to track sessional hiring and other relevant information for sessional recruitment
  • Coordinates instructor relief coverage
  • Acts as a point of a contact for sessional staff
  • Maintains email distribution lists for Undergraduate Faculty
  • Coordinates hiring and assignments of exam proctors
  • Prepares letters for continuing Faculty teaching assignments and maintain Faculty information according to teaching assignments
  • Facilitates New Faculty Orientation and track completion, arranging off-cycle orientations if necessary
  • Communicates notices of teaching enhancement and development initiatives and manage registration
  • Works with Quality Assurance Team by managing Clinical Agency feedback process and transferring relevant findings into Course Reports
  • Provides support for Special Projects within the Undergraduate team, such as curriculum change and Undergraduate program initiatives
  • Schedules meetings for several committees, maintain membership lists and take meeting minutes
  • Manages multiple calendars for Undergraduate Administration


  • Post-secondary diploma or degree in a related field preferred; equivalent combination of education and experience will be considered; minimum High School Diploma, supplemented by office administrative training
  • 3 to 5 years of office administrative experience with increasing levels of responsibility, either in a post-secondary or health care setting
  • Advanced proficiency with Microsoft Office applications, spreadsheets and database management; proficiency with eClass/Moodle, Adobe Connect, PeopleSoft and Google Applications
  • Ability to create data management and retrieval systems to accurately navigate, track and monitor data and documentation
  • Ability to operate and troubleshoot audiovisual and presentation technology
  • Ability to track information, analyze and synthesize information and create tables and reports outlining key findings and recommendations
  • Ability to think critically and creatively, to work independently and as part of a larger team
  • Excellent organization and problem solving skills; demonstrated initiative and discretion
  • Ability to make timely informed decisions and act on individual initiative to meet multiple competing deadlines
  • Excellent interpersonal and communication skills (verbal and written)
  • Excellent attention to detail and demonstrated accuracy in carrying out assignments
  • A professional certification such as Qualified Administrative Assistant (QAA), Certified Professional Secretary (CPS), or Certified Administrative Professional (CAP) is preferred

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.