Administrative Assistant (Research)

Job Responsibility: Department Faculty of Science - Administration Hourly rate 24.18 Hours per week 35 Grade 6 Posted date March 10, 2025 Closing date March 24, 2025 Position Type Full Time - Operating Funded

Description

This position is a part of the Non-Academic Staff Association (NASA).

This position has an end date of September 12, 2025.

Location - This role is in-person at North Campus, Edmonton.

Working at the University of Alberta

The 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. Learn more.

Working for the Faculty of Science - Research

Reporting to the Director of Research and supporting the Research portfolio, the Administrative Assistant (Research) provides full administrative assistance in the implementation and management of efficient and effective administrative processes within the Faculty of Science Research Team.

Position Summary

The Administrative Assistant (Research) (AAR) plays an instrumental role by providing a full range of administrative and secretarial support functions for the Research Team (currently includes 2 Associate Deans (Research) (ADR) and the Director of Research). The AAR contributes to team success by (1) performing complex and diversified administrative functions (e.g. acquiring information on research funding from various sources and providing summary data or basic statistical information on funding success rates); (2) providing logistical and event support to the Research team in industry and government partnering activities/events; (3) managing the Research Awards processes for Science, ensuring memos are distributed in a timely fashion and that applications are received and prepared for internal review as needed; (4) arranging review committee meetings for all internally adjudicated research programs; (5) generating and distributing ADR funding support letters and adjudication memos; (6) ensuring internal approval requests for research grant applications and amendments are complete with backup documentation and correct data entry in PeopleSoft; (7) coordinating meetings, calendaring, taking meeting notes, and following up on action items; and (8) updating databases and tracking sheets; (9) liaising with other personnel within the Dean's office, departments within Science, other Faculties and Colleges, central units, and external stakeholders; and other related functions.

Duties

• General secretarial/administrative office support - calendaring, note taking, memo generation, document review, database updating, and responding to research enquiries.
• First point of contact for internal and external stakeholders for the research portfolio.
• Front-end support of internal research online approvals.
• Event planning and logistical support

Minimum Qualifications

• High school diploma plus post-secondary education equivalent to a two-year administrative assistant diploma.
• At least 3 years of directly related experience.
• Proficiency in current computer software used by the Faculty of Science, including Windows, full Google Suite apps, Microsoft Office, and Adobe.
• Strong communication (written and oral) skills.
• Ability to meet deadlines and prioritize work effectively.
• Ability to work independently with minimal supervision
• Demonstrated attention to detail and high levels of accuracy

Preferred Qualifications

• Experience with event planning.
• Familiarity with post-secondary research environments.
• Experience with Peoplesoft.

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 March 24, 2025, Edmonton, Alberta local time.