This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

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

Position Summary

As our Administrative Support Specialist, you’ll do far more than manage tasks—you’ll be the essential catalyst driving collaboration across the Utilities & Operations department and the primary bridge between the University Services, Operations and Finance (USOF) portfolio and our vital external partners. We’re looking for a proactive, high-energy professional who thrives on variety, excels at facilitating participative processes, and can seamlessly step in as the ultimate backup to ensure our team never misses a beat.

Operating one of the largest campus district energy systems in North America, the utilities team plays a vital role in maintaining and advancing the infrastructure that serves over 70,000 people daily. Their efforts ensure efficient and sustainable energy services across the campus and greater campus area.

• Comprehensive Executive Coordination: Manage complex calendars and meeting requests for the Unit Director and team, overseeing all logistics including agendas, minutes, venue booking, and catering.

• Financial & HR Administration: Facilitate essential unit operations by managing purchasing processes, PCard reconciliations, absence tracking, and the end-to-end onboarding process for new staff.

• Documentation & Professional Standards: Draft, edit, and format high-level communications and presentations, ensuring all departmental materials meet professional standards and reflect the unit’s credibility.

• Information & Compliance Management: Maintain meticulous physical and cloud-based filing systems while tracking critical safety certifications, training records, and annual performance appraisals.

• Collaborative Team Support: Act as a central liaison within the Utilities and Operations (UTOPS) portfolio, attending team workshops and providing proactive administrative backup to ensure seamless departmental continuity.

• High School Diploma, supplemented by secretarial/administrative and computer courses.

• Minimum of 2 years of related experience; experience supporting utilities, facilities management, engineering or campus operations is preferred.

• Strong skills in various Microsoft Office and other office software, which can include Word, Excel PowerPoint, Google Suite, etc. Preference for supplemental training in advanced Word and Excel.

Application Instructions

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

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.

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.