Department Assistant

Reporting to the Department Administrator, the Department Assistant is responsible for providing administrative support for all Faculty as well as full and part time CAST (Contract Academic Staff: Teaching) in the department. With many competing demands for time and a heavy workload at times, the ability to work efficiently, independently and prioritize tasks is crucial. The position requires an individual who can provide a high-service delivery.

Duties

• Prepares (types and duplicates) course outlines, exams, lecture notes and course materials for academic and CAST instructors as needed
• Compiles course packages according to SUPC (Students Union Print Centre) specifications and copyright clearances
• Activates Blackboard/uLearn course websites, posts course outlines in PDF format and inputs instructor profiles
• Orders textbooks through the UofA Bookstore and maintains records of the same; orders any accompanying materials for textbooks from publishers as well as case studies and teaching/reference materials from various publishing sources or universities
• Coordinates Visiting Speaker/Department Colloquia events (flight/travel arrangements, room/equipment booking, catering, meeting invites, etc.)
• In the absence of an instructor, posts announcements on Blackboard and other notification methods
• Responsible for typing/faxing/emailing of correspondence, reports and grant applications for department members
• Acts as executive assistant to academic staff active in editorship of academic journals or conferences as required
• Assists Department members with manuscript and technical typing related to research activities, including equations, graphs, charts and color slide productions
• Makes flight and travel arrangements for faculty
• Creates and updates faculty, department and instructor webpages
• Process expense claims via PeopleSoft ensuring they meet policies, procedures and guidelines
• Monitors the department email account and responds to all inquiries efficiently
• Supports Department Administrator with documents and backup for budget process and audit  requirements; investigates transactions and issues on financial statements; runs financial queries in PeopleSoft
• Collects and sort mails; arranges for timely expedition of courier and special delivery items
• Performs cover off and basic duties in absence of the Department Administrator

Qualifications

• Minimum High School Diploma, preferably supplemented with a two-year office administration diploma
• 3 years office experience
• Excellent computer skills with in-depth knowledge of Microsoft Office products including strong Excel abilities
• Knowledge of or ability to learn query functions on Enterprise System (PeopleSoft System equivalent)
• Strong communication (verbal and written), interpersonal, organizational and time management skills
• Ability to quickly prioritize workload, multi-task and work well under pressure is essential
• Exceptional work ethic and commitment to quality work
• Ability to manage confidential information