Administrative and Advising Assistant

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

Reporting directly to the ATEP Director, the Administrative and Advising Assistant (AAA) serves as the first point of contact for the ATEP office for applicants, students, and the public. The AAA is responsible for a wide range of administrative and preliminary advising duties, including routine office tasks as well as personalized support for prospective and current students. A key component of this role is the ability to relay accurate information regarding university policies and procedures to students, staff, and community members. 

In addition to these core responsibilities, the AAA provides administrative support to the ATEP Program. While the AAA does not report directly to the Associate Dean, the ATEP team, including the Director, will continue to collaborate with and report indirectly to the Associate Dean in alignment with the program’s broader leadership structure. 

The incumbent has access to staff calendars to assist in booking appointments and meeting rooms, and is responsible for the security of the office by monitoring incoming visitors. In addition to office duties, the AAA provides assistance in planning ATEP-hosted events throughout the year, including faculty and student orientations, tea and bannock days, potlucks, graduation receptions, professional development days for students and other special events. Other administrative duties include updating databases and file inventory and assisting with the ATEP website, promotional materials, and social media. This position is responsible for providing accurate, timely, and proactive service for the healthy functioning of the unit. The position is exposed to a wide variety of situations and must rely on experience and good judgment to accomplish daily tasks.

The AAA also plays a role in welcoming prospective students and serves as the first point of contact for applicants. The position carries out preliminary advising duties as well as the administrative support of the application process. The position provides tailored assistance to prospective students and helps them navigate the application process, interpret requirements, and problem-solve. The AAA assesses student applications based on policy and procedure and advises students accordingly. This can be a time-consuming process and requires the incumbent to have a strong understanding of the unique cultural needs of our student population. 

Administrative support duties include:

• Providing administrative support to the various personnel in the ATEP Program, including ordering equipment and supplies, maintaining inventories, setting up workspaces, maintaining physical and electronic filing systems, and liaising with tech support to ensure the functionality of ATEP technology

Student and community support duties include:

• Serving as first point of contact for prospective students and members of the public (via email, phone, and social media) and keeping ATEP's social media updated with current information
• Assisting with the planning and hosting of presentations and events, including coordination with venues, travel arrangements, promotional materials

Preliminary advising duties include:

• Creating files for applicants and working with prospective students to assemble and complete their applications
• Conducting preliminary reviews of transcripts and other required documents, assisting applicants in interpreting application prompts, helping students to identify gaps, and providing other forms of personalized support

Education and Familiarity:

• Office Administration Diploma required. Combination of education and related experience considered as equivalencies.
• Project management courses or equivalent experience coordinating projects is an asset
• Experience working within an Indigenous community and knowledge of Indigenous culture and language is an asset, including a deep understanding of Indigenous relational protocol, knowledge of community governance structures, and trauma-informed approaches 
• Previous advising experience is an asset
• Familiarity with university procedures, policies, and computer systems 
• Familiarity and experience working within a professional setting

Experience and proficiency:

• A minimum of 2 years experience in an administrative setting
• Experience in a university environment or related experience is preferred
• Comprehensive computer skills, including proficiency in MS Office, the Google Suite, Adobe Acrobat Professional, PeopleSoft, and internet search engines

Ability and skills:

• Ability to follow through proactively on work with little direction 
• Excellent organizational skills
• Excellent interpersonal skills and the ability to work with a variety of people and on teams
• Ability to thrive in a people-oriented, multi-tasking environment that sometimes requires tactful conversations with students under stress with triaging to appropriate resources and/or persons

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.