Job Opportunities

Job Title

Administrative Assistant I - Prentice Institute for Global Population and Economy

Position Summary

The AUPE Casual (0.4FTE - 3hrs/day, 5 days/week) administrative assistant provides support to the senior administrative assistant and will be responsible primarily for the coordination and management of the schedule of a highly productive team. The nature of work requires a broad and extensive knowledge of the organization and operation of the Prentice Institute, specifically, and the University of Lethbridge, more broadly. The work performed may involve confidential materials, which may encompass the areas of ethics governed data, discipline, personnel, human resources, planning, budgets.

Position Details

The administrative assistant will aid the senior administrative assistant in supporting the operations of the Institute and its executive in all facets of the Prentice Institute’s operations. As such, this position is in person, at the Prentice Institute offices on the University of Lethbridge campus. He/she/they may be the first point of contact at the Institute and will be responsible for scheduling, file management, content management, communications, project assistance, and other duties as required. Given the volume of projects, partners, and staff, calendar management and scheduling will represent a significant proportion of the job. Responsibilities include, but are not limited to:

• Organizing and scheduling appointments: calendar management involves not just booking meetings but ensuring the meeting schedule reflects the academic calendar and availability of both the Director and those with whom he meets (often other faculty, University administration, and students).

• Scheduling and coordinating logistics for meetings and events, including ordering catering, and managing RSVP lists. For online/hybrid events, ensuring Zoom webinar booking, event recording, setting up and testing technology and equipment prior to event.

• Planning meetings and taking detailed minutes.

• Managing the bookings of the Prentice Institute boardroom and the Penny Building.

• Writing and distributing email, correspondence memos, letters, faxes (almost never), and forms. In collaboration with other front office staff, monitoring the [email protected] email account and completing the various requests received.

• Maintaining contact lists.

• Performing other clerical duties such as filing, photocopying, faxing, etc.

• Answering phones; greeting and assisting visitors, staff, or others.

• Updating and maintaining office equipment on a regular basis to ensure there are no issues. When issues are identified, following up with IT for regular maintenance and repairs to equipment.

• Coordinating and completing of miscellaneous Institute Executive work requests (e.g. business card orders, printing requests, proofreading, and formatting documents, copying, and scanning).

• Preparing documents, new employee files and other materials as required.

• Managing Teams and SharePoint sites.

• Supporting the work of the full time, senior administrative assistant, as required.

Consequence of Error/Judgement

This position requires judgement, tact, discretion and initiative to an outstanding degree. Errors in judgement or ineffective communication will compromise the effectiveness and efficiency of the Director on matters relating to operation of the Prentice Institute, and could reflect negatively on the Prentice Institute and the University. Unusual issues should be brought promptly to the attention of the Director.

Position Qualifications

• Proficiency in MS Office (Outlook calendar and email, MS Word, MS PowerPoint, in particular).

• Strong organizational and time management skills with the ability to prioritize and plan daily activities while working in a fast-paced environment and under tight deadlines, with multiple interruptions.

• Proven experience as an Administrative Support.

• Knowledge of office management systems and procedures.

• Working knowledge of office equipment, like printers and fax machines.

• Attention to detail and problem-solving skills.

• Excellent written and verbal communication skills.

• High School degree; additional qualification as an Administrative Assistant or Secretary will be a plus.

• Due to access to sensitive materials, the successful applicant cannot be a student.

Hiring Range

$26.38 - $29.35 per hour

Campus

Lethbridge

Employment Group

AUPE, Casual

Position Category

Other

Open Date

April 8, 2024

Close Date

Until filled

Desired Start Date

ASAP

Employment Equity

The University of Lethbridge invites applications from all qualified candidates; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given preference.

The University of Lethbridge is committed to providing an inclusive and barrier-free work environment, including through all aspects of the hiring process. If you require support during the hiring process, please contact Human Resources at [email protected] so that accommodations can be put in place to support you. All private information received in relation to your request for support will be kept confidential, only information required to facilitate the accommodation will be shared with the selection committee.