University of Alberta

Undergraduate Advisor/Administrative Assistant

ART History And Classics

Competition No.  -    S110534529
Posting Date  -    Dec 07, 2017
Closing Date  -    Dec 14, 2017
Position Type  -    Full Time - Operating Funded
Salary Range  -    $50,425 to $68,486 per year
Grade  -    08
Hours  -    35

This competition is open to current University of Alberta employees only; internal candidates will be applying.

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

Reporting to the Assistant Chair, Administration, the Undergraduate Advisor/Administrative Assistant (UA/AA) is responsible for student advising, undergraduate program administration, marketing, and promotion of events within the Department. The UA/AA stays up-to-date on policies, procedures and regulations relating to undergraduate programs and informs appropriate faculty and staff.  This position supports the link between Student Services, Faculty of Arts, Registrar’s Office and the Department of History & Classics. The Department of History & Classics is a fast-paced, service-orientated environment; therefore, teamwork and commitment to customer service is essential for the success of this central position in the Department.


  • Advises and supports faculty, staff, prospective and current students on all matters related to undergraduate programs and course administration including program review, course registration, room bookings, examinations, grade appeals, and evaluations
  • Works closely with the Associate Chair, the Undergraduate Student Awards Office, Undergraduate programs and other faculty to ensure that the appropriate information is submitted to the Student Awards office in a timely manner
  • Gather and input into PeopleSoft all information regarding final exam information, scheduling, reporting and tracking variable topic courses; and liaise with Registrar’s Office with respect to course information as required
  • Supports the Department's study abroad/field schools (Intersession); tracking registration, accepting applications, directing students to on-line portal/payment of fees, website up-to-date, etc.
  • Actively supports the Department in organizing, marketing and promoting events (open house, etc.)
  • Acts as the first point of contact, in person and by department email, and provides general information to students, staff and the general public
  • Reports building maintenance problems and arranges for repairs; coordinates removal of shredding, used furniture, and equipment and initiates all work requisitions
  • Responsible for semi-monthly time entry (hourly paid staff) and creating Campus Computing IDs
  • Supports the Department with organizing events, visiting speakers, conferences, creating posters, as necessary
  • Provides technical expertise to update and maintain the Department’s website


  • Minimum Post-Secondary Diploma; Degree is an asset; equivalent combinations of education and experience will be considered
  • 1-2 years of related office experience, particularly in a post-secondary environment
  • Strong commitment to student services and considerable student administration experience in an educational setting
  • Excellent organizational and time management skills, along with established problem-solving skills, accuracy and attention to detail
  • Excellent writing skills, with strong editing and proofreading abilities, and verbal communication skills
  • Proficiency in computing applications such as Google, Microsoft Office, internet; Proficiency with Content Management systems and SiteCore are definite assets
  • Valid Class 5 Driver’s License is an asset

Along with your resume, please  include a cover letter that outlines what being part of a team means to you.

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.