Executive And Program Assistant

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 hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.
The Department of Biological Sciences is home to a newly established six-year, multi-institutional, interdisciplinary research program led by Dr. Lisa Willis as Principal Investigator, with the University of Alberta as the lead and administering institution. The program brings together researchers from eight universities in Canada and Australia, national blood services, patient and community organizations, and international partners to develop more equitable and resilient approaches to blood donation and transfusion. Its work spans three interconnected research aims across the natural, health, clinical and social sciences, and it will engage approximately 60 students and postdoctoral fellows, along with research staff, over its life.
The program is governed through a set of standing committees, including a Project Management Committee, an Executive Committee, an International Advisory Board, and committees for training;
equity, diversity and inclusion;
and people with lived experience. It carries annual financial and progress reporting obligations to its sponsor. Reporting to the Principal Investigator, the Executive and Program Assistant is dedicated full-time tothis program.
The position provides confidential executive support to the Principal Investigator, serves as secretariat to the program’s governance committees, acts as the first point of contact for the program, and works with the Program Managers and Research Communication Lead to coordinate the program’s day-to-day administrative, financial, event and communications activities in compliance with University and sponsor policies. The position works closely with the PI, program staff, departmental and Faculty administrative staff, and University central units, and liaises with researchers, partners and advisors at institutions across Canada and internationally.
Executive Support to the Principal Investigator (25%)
Manages the Principal Investigator’s calendar;
schedules and prioritizes meetings and commitments based on own understanding of program priorities, deadlines and emerging issues.
Screens, directs and processes phone, email and in-person inquiries to the Principal Investigator;
responds to routine matters on her behalf and ensures items requiring her attention are followed through.
Drafts correspondence, briefing notes and meeting materials for the Principal Investigator’s review;
proofreads and formats documents, reports and presentations.
Coordinates travel arrangements for the Principal Investigator and program members, and initiates the associated travel and expense claims.
Handles confidential and sensitive information (personnel, committee, partner and unpublished research matters) with discretion.
Governance and Committee Support (25%)
Serves as recording secretary to the program’s standing committees: schedules meetings across institutions and time zones, coordinates agendas, anticipates and prepares supporting materials, records minutes, and distributes decisions and action items.
Maintains decision and action logs, and follows up with committee members on outstanding actions.
Maintains committee terms of reference, membership lists and governance records.
Supports in-person, hybrid and virtual meetings, including video-conferencing set-up for national and international participants.
Program Coordination, Records and Reporting (20%)
Acts as the first point of contact for the program;
responds to inquiries from team members, partners and the public, and directs them appropriately.
Maintains the program’s shared drive, filing systems, contact database and program calendar.
Creates and maintains spreadsheets and databases tracking milestones, deliverables, trainees and program performance indicators;
prepares standard and ad-hoc reports.
Gathers information from researchers and partners for annual and mid-term sponsor reporting, and compiles submissions for review.
Coordinates onboarding logistics for new program staff and trainees (accounts, access, orientation materials).
Creates and updates templates, walkthrough documents and forms.
Financial and Administrative Transactions (15%)
Initiates purchase requisitions, purchase orders and invoices through SupplyNet, and initiates vendor payments for program activities.
Reviews transactions and supporting documentation for accuracy, eligibility under sponsor and University policy, and appropriate authorizations;
resolves routine issuesand escalates complex matters to departmental finance staff.
Tracks program expenditures against the approved budget and assembles information for annual financial reporting.
Initiates routine HR transactions and appointment paperwork in conjunction with departmental HR resources.
Events, Communications and Outreach (15%)
Supports the organization of program meetings, workshops, the annual research symposium, and community and outreach events, including venues, catering, registration, materials, accessibility accommodations and on-site support.
Based on program committee input, maintains the program website;
creates, uploads andupdates content.
Prepares and distributes program communications, newsletters and notices.
Performs other related duties as assigned.
In all facets of this role, this position endeavours to integrate and advance the University’s commitments to Access, Community and Belonging (ACB), and understands, fulfils and promotes the health, safety and environment responsibilities identified in University policy.
Diploma in business or office administration or a related field, or an equivalent combination of education and experience.
Minimum of three years of progressively responsible administrative experience, including executive-level support (calendar and correspondence management) and experience with finance and HR processes.
Experience providing recording-secretary support to committees.
Experience in an academic or research setting is preferred;
knowledge of research administration and federal research funding rules is an asset.
Advanced proficiency with Google Workspace, Microsoft Office, and Zoom.
Experience with SupplyNet, University finance and HR systems, or website content management systems is an asset.
Excellent written and oral communication, organizational and problem-solving skills, with a high level of accuracy and attention to detail.
Demonstrated discretion in handling confidential information.
Ability to work effectively with multidisciplinary, multi-institutional and international groups, and with community and patient partners.
This position offers a comprehensive benefits package.
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