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Job Overview

Job Title: Administrative Assistant
Sector: Administrative / Clerical
Job Type: Part-time Temporary
Pay Rate: 17.49 / hour
Compensation Notes: Union Position

Job Details and Description

Description: Responsible to and under the supervision of the Executive Coordinator. The Administrative Assistant is responsible to perform duties designated by the Executive Coordinator and shall represent the Executive Committee and Administration of the Studentsí Union, through telephone and in-person contact with students, staff and the general public.

The Administrative Assistant shall fulfill any number of the following duties and responsibilities:
1) Act as the key support resource for the Students' Union Executive, Council and Administration offices in the wide range of managerial, political, administrative, scheduling, booking, record keeping and other relevant roles.
2) Receive incoming telephone calls and in-person inquiries to the Executive and Administration offices; provide direction and any other assistance as required. Maintain an accurate record of the location of the members of the Executive Committee and Administrative staff.
3) Coordinate and record bookings of rooms in the Studentsí Union Building, various Studentsí Union equipment, and tables for Clubs, vendors, businesses and organizations as required and as per the building policy.
4) Oversee the assignment of keys and maintain accurate records of keys assigned.
5) Handle all incoming and outgoing deliveries; oversee the assignment of mailboxes and maintain the mailroom.
6) Order office supplies as required and maintain the supply room in an organized manner including doing a monthly inventory. Ensure the proper maintenance of the fax machine, photocopier and printers and maintain an orderly fax and copy area.
7) Calculate charges to each budget area for courier and supplies. Reconcile monthly phone bill.
8) Process office bank deposits, maintain the petty cash, and provide cash receipts as needed.
9) Schedule individual and repetitive, regular and special meetings for Students' Council, members of the Executive Committee, Management Staff and various committees of the Studentsí Union.
10) Administer Student Groups grant follow-up procedure.
11) Assist with on-going maintenance of records management system as required.
12) Provide assistance to various Studentsí Union departments as required.
13) Provide administrative support, as required, for special events initiated by the Students' Union.
14) Attend and participate in office administration meetings as required.
15) Provide backup for the other Administrative Assistant positions as required.
16) Perform other job related duties within the bounds of the required qualifications as coordinated by the Executive Coordinator.
Qualifications: 1) Must be a student at the University of Alberta.
2) Must possess excellent interpersonal and communication skills and deal in a professional, pleasant and effective manner with students, visitors, public and telephone inquiries.
3) Good organizational skills and the ability to deal with stress in a busy environment.
4) Good clerical and Macintosh computer skills including using Word and Excel.
5) Previous administrative experience preferred.

Hours during the school year: typically 8-15 hours. Must be available for at least a 3-hour shift including 12-1 PM Tuesdays and Thursdays. Hours of work will fall within office hours (8:30 AM - 4:30 PM).

Please include your Winter Availability as well as your start-date availability in your cover letter.
Only candidates who have provided their availability will be considered.

Deadline to apple: January 17 at 2:00 PM.
Work Hours: Afternoon

Primary Job Location

Street Address: 2-900 SUB, University of Alberta
City: Edmonton
Province: Alberta
Postal Code: T6G2J7
Country: Canada

Application and Other Information

Application Deadline: January 17, 2020
Application Instructions: Apply at Please include your Winter Term availability as well as your start-date availability in your cover letter. Only candidates who have provided their availability will be considered.
Contact Name: --
Phone: --
Application Notes:
Other Notes: U of A Students' Union
Ad Start Date: January 10, 2020