University of Alberta

Administrative and Event Assistant

China Institute

Competition No.  -    S106236397
Posting Date  -    Jul 05, 2018
Closing Date  -    Jul 18, 2018
 
Position Type  -    Full Time - Grant Funded
Salary Range  -    $42,830 to $57,364 per year
Grade  -    06
Hours  -    35

This position has a two year team, with the possibility of extension, and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

The China Institute is a high-profile research centre and university think-tank reporting directly to the Office of the Provost and Vice Provost (Academic). First established in 2005, with an endowment of 37 million, the China Institute has now become the largest interdisciplinary China study centre in Canada and one of the leading Institutes in North America focusing on cutting-edge and policy-relevant contemporary China studies. Every year, the Institute organizes many high-level international conferences, seminars and other events in Canada and in China that bring together senior government, industry and academic leaders from Canada, China and around the world. The Institute also runs a large granting program that provides significant funding to support China-related research, learning, community and campus-wide initiatives. Widely recognized as a go-to place for China expertise, members of the China Institute conduct on average 80-100 media interviews on an annual basis. The Institute has an energetic  and diverse team of talents from a wide range of cultural backgrounds who work collaboratively in a supportive and face-paced environment.

Reporting to the Deputy Director, the Administrative and Event Assistant will be responsible for general administrative duties and events coordination within the China Institute. This role will provide scheduling support to the China Institute Director and other Academic staff by managing appointment schedules, researching and preparing information, assisting with material preparation needs and composing correspondence and reports.  Additional duties include organizing events, initiating and maintaining regular communication with university and external entities and making travel arrangements.

Duties

  • Manages the Director's calendar and arranges appointments for the Institute, including daily revision and confirmation of meetings, events and commitments both on and off campus
  • Makes travel arrangements for the Director, visiting scholars and speakers; prepares travel and expense reimbursement claims
  • Under the supervision of the Deputy Director and working closely with other team members, assumes primary responsibility of organizing all logistical aspects for major conferences and events
  • Receives, reviews and distributes all incoming and outgoing correspondence, telephone calls and faxes
  • Drafts routine correspondence, including letters and memos
  • Greets and screens visitors to the China Institute
  • Answers the Institutes main phone and recorded messages and replies or redirects inquiries and requests as appropriate
  • Orders office supplies
  • Provides meeting support: setting dates, booking rooms, setting up conference calls, arranging parking, ordering catering, taking minutes, distributing agendas, etc.
  • Processes day to day financial transactions and reconciling monthly expenses
  • Performs other duties as assigned

 Qualifications

  • Minimum high school diploma along with administrative support training; post-secondary education is preferred
  • 2 years of experience providing executive level support in an office environment, experience in a post-secondary setting is an asset
  • 2 years of experience in medium to large scale event organization
  • Excellent communication (native English fluency in verbal and written), strong interpersonal and organizational skills, keen attention to details and teamwork ability required
  • Demonstrated ability to work under pressure and manage multiple projects simultaneously
  • Computer proficiency using Microsoft Office applications (Word, Excel, Access, PowerPoint, etc.)
  • Mandarin language skills is an asset
  • Knowledge of the University of Alberta's policies and procedures is an asset.

A cover letter and resume are both required.  Interviewees may be tested.

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.