Concordia University of Edmonton (CUE) is a community of learning grounded in scholarship and academic freedom, preparing students to be independent thinkers, ethical leaders and citizens for the common good.

CUE campus is situated on the banks of the North Saskatchewan River in Edmonton’s historic Highlands neighborhood. Supporting a student body of over 3,000, we are known for our small class sizes and our excellence in teaching. Our small classes and diverse student population provide an excellent opportunity for engaging with students in a sustained and nurturing way unique within the Canadian university system. CUE is an institution that values research in the sciences, social sciences, humanities and management. Our vision is to become Canada’s pre-eminent small university.

CUE is committed to fostering a diverse, equitable, and inclusive environment for work, study, and living. We actively promote dignity for all, rejecting action and language that are harmful to mutual respect.

 

Reporting to the Associate Vice-President, Research and Innovation (AVP-RI) | Dean, Faculty of Graduate Studies, the Administrative Assistant is responsible for performing a variety of administrative functions within the Office of Research and Innovation (ORI) and Faculty of Graduate Studies (FGS). Working in a service-oriented, time-sensitive, high-volume environment, the Administrative Assistant must develop an understanding of the end-to-end administration system to act independently and provide a broad spectrum of administrative support to the ORI and FGS, as well as the CUE community; the incumbent is a liaison for internal and external stakeholders. Apart from performing an array of administrative duties, such as taking minutes during meetings and scheduling appointments, the incumbent is also responsible for records management, such as centralization of electronic files, as well as drafting, reviewing, and editing time-sensitive documentation.

The Administrative Assistant will also be responsible for the communication needs of the ORI and FGS. With support from the AVP-RI | Dean, Graduate Studies, and other team members, the incumbent will develop, implement, and monitor communication efforts (i.e.: research bulletins, seminar announcements, website updates, social media, etc.) to increase the profile of the research efforts of CUE faculty and students among key internal and external target audiences. As such, the Administrative Assistant also serves as a liaison with the Department of Marketing and Communications.

Additionally, the incumbent will manage and lead events sponsored by the ORI and FGS. From the annual research and innovation conference to the monthly seminars and workshops, the incumbent is responsible from planning to execution. The incumbent will also support institutional events, as needed. The Administrative Assistant will provide coverage for short periods of time (vacations, absences, etc.) for other team members, as needed. Other duties, relevant to the position, shall be assigned as required.

Responsibilities:

Office of Research and Innovation

• Provide administrative support to the service-oriented Office of Research and Innovation (ORI).
• Supports the Associate Vice-President, Research and Innovation (AVP-RI) with administrative functions such as the preparation and logistics for meetings.
• Review and prepare assigned documents, reports, and other correspondence materials for members of the ORI, in particular the AVP-RI.
• Prepare travel arrangements, with a keen attention to detail, for the AVP-RI, when necessary.
• Review, evaluate and distribute all incoming and outgoing mail.
• Courteously receive and screen all in-bound calls, emails, and visitors.
• Complete and review all expense reports, invoices, and other relevant finance documents for the ORI.
• Review and prepare assigned documents, reports, and other correspondence materials for the ORI.
• Provide administrative support to committees of the ORI, while ensuring governance requirements are met.
• Lead, coordinate or assist in events and activities organized by the ORI.
• Assist with the management of the AVP-RI’s calendar, as well as the various email accounts related to the ORI.
• Maintain a professional image and demeanor with all employees, management, executives, and visitors at all times.
• Maintain and monitor office supply inventory levels and place orders, as required.
• Manage and maintain the ORI website updated, either directly, or in communication with the Department of Marketing and Communications.
• Work closely with the ORI team to develop and distribute communications documentation, such as the e-Newsletter/e-Bulletin, annual report, announcements, etc.
• Provide administrative support to the ORI units.
• Other duties, relevant to the position, shall be assigned as required

 

Faculty of Graduate Studies

• Serve as a primary point of contact and liaison for the Office of the Dean of Graduate Studies, including inquiries from students, faculty, internal and external members of the CUE community, all while exercising judgement on how best to respond, maintaining a high level of confidentiality, and representing the Deans’ Offices professionally at all times;
• Manage the Dean of Graduate Studies calendar and office email under the direction of the Dean;
• Schedule and coordinate the Dean of Graduate Studies appointments and/or travel arrangements, and coordinate and oversee daily office activities;
• Review and reconcile monthly budget items as requested including corporate card reconciliation, expense claims and other financial tracking as required by the Dean;
• Gather, accurately enter, and/or update data to maintain departmental records and databases, establish and maintain files and records for the office;
• Distribute and collect all Graduate Studies syllabi, ensuring University records are kept up to date and complete;
• Serve as secretary to the faculty council and other related committees for the Dean of Graduate Studies, including administrative support such as calendar scheduling, creating meeting agendas, taking and distributing meeting minutes, and following-up on any necessary matters arising from the meetings;
• Coordinate administrative activities associated with academic affairs, such as assisting the Dean in preparing reports as requested;
• Coordinate appointments, group meetings, interviews, and events, including making room reservations, preparing the necessary materials and arranging for catering and travel as required;
• Assist the Dean of Graduate Studies with on-going projects to enhance policies, processes and procedures;
• Consistently offer professional, friendly, and engaging client service; and
• Perform miscellaneous job-related duties and provide support as assigned.

 

Requirements:

• A diploma in administration or related field is required; a post-secondary degree is an asset; relevant experience will be accepted.
• Three to five years of administrative experience is required; experience in a post-secondary institution is an asset.
• Proficiency in Windows using Microsoft Office (Word, Excel, and PowerPoint), Google Suite (Google Drive, Google Docs, Gmail, Google Calendar, etc.), applications, and databases
• Experience with the development of communication outputs, such as e-forms, e-newsletters, posters, etc. is required.
• Experience with records management is an asset.
• Working knowledge of the Canadian research funding ecosystem is an asset.
• Proficient data entry and keyboarding skills is required.
• Exceptional interpersonal and communication skills, with the ability to communicate clearly in both written and verbal form with attention to detail, grammar, and spelling is required.
• Commitment to providing exceptional service with a positive and professional approach.
• Excellent judgement and the ability to maintain a high level of confidentially and discretion in all interactions.
• Ability to work both with a large degree of independence and in collaborative teams.
• Excellent time management skills.
• Ability to be a team player
• Satisfactory Criminal Records Check results

 

Closing Date: Application review will commence immediately and will continue until the position is filled.

Please direct all questions and inquiries to Human Resources at Concordia University of Edmonton [email protected]

Concordia University of Edmonton encourages applications from members of racialized groups, visible minorities, First Nations, Métis, Inuit, and Indigenous persons, persons with disabilities, women, persons of any sexual orientation or gender identity and expression, and others who may support a diversity of perspectives at CUE. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. We thank all applicants for their interest; only those selected for an interview will be contacted.