Administrative Assistant
About the role
Department Faculty of Medicine & Dentistry - Alberta Diabetes Research Institute
Hourly rate $25.66 to $34.36
Hours per week 35
Grade 6
Posted date
Closing date July 25, 2025
Position Type Full Time - Trust Funded
Description
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.
This position is a part of the Non-Academic Staff Association (NASA).
This position has an end date of 12 months from the date of hire.
Location - This role is in-person at North Campus Edmonton.
Working at the University of Alberta
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.
Working for the Alberta Diabetes Institute
The Alberta Diabetes Institute (ADI) is Canada's largest free-standing facility dedicated to diabetes research, encompassing 25,000 square meters of space that includes wet and dry research labs, core services, a clinical research unit and other shared resources. The Institute brings together the University's outstanding collection of diabetes researchers from multiple faculties and schools into a collaborative, multidisciplinary group. The ADI takes an active role in program development, funding initiatives and external relations with the aim of translating innovation towards meaningful health care solutions. Fifty-seven full-time faculty and nearly 200 trainees from 7 different faculties and schools at the University belong to the ADI.
Position Summary
The Administrative Assistant (AA) will provide on-site support for the Director of Operations (DOO) and the Institute Director for the operation of the Alberta Diabetes Institute and delivery of related programs and events.
The AA will be the first point of contact for general inquiries from the public, from within the University, and from ADI members. They will respond to facility-related issues in the building and will ensure preventative maintenance agreements are in place for shared equipment. They will help assist students and staff with access cards/keys and will assist with workspace assignments when necessary.
The ADI is generously supported by numerous donors and the AA will work with the DOO to develop databases for spending plans and reporting. They will be responsible for organizing grant and scholarship competitions held by the ADI and will collect progress reports from award recipients. The AA will process monthly financial transactions (e.g., submit invoices, journal entries, credit card statements) and will reconcile about 15 accounts. The AA will make regular updates to ADI's website (using contract services where necessary) and social media platforms, and will communicate to ADI members with weekly newsletters.
The ADI is highly active in its role of developing programs, projects and collaborations that help its members, and the AA will play an important role in the coordination and tracking of these activities. They will also oversee the planning of ADI's committee meetings, annual research day, weekly seminars and other special events.
The successful candidate will enjoy multi-tasking and be able to work with a diverse group of people in an exciting research environment. Preference will be given to candidates who have working experience with the policies, practices and resources at the University of Alberta.
Duties
General Administration
- Responds to general inquiries; drafts general correspondences; coordinates workspace assignment; filing; coordinating access cards/keys; responds to facility issues and oversees equipment maintenance agreements; liaises with central services; helps coordinate program delivery
Financials
- Processes monthly financial transactions; develops spending plans on Excel; basic book-keeping and reconciling for about 15 accounts
Communications
- Website and social media updates; sending notices and weekly newsletter to members
Events
- Planning of regular seminars, annual research day and special events
Minimum Qualifications
- High School Diploma
- 3-5 years experience in an administrative assistant role, preferably at a post-secondary institution
- Proficiency in Microsoft Office Suite, Google Suite; file management systems
- Ability to prioritize, multi-task and meet deadlines
- Excellent communication (oral and written), interpersonal and organizational skills
Preferred Qualifications
- Working experience with the policies, practices and resources at the University of Alberta
- High attention to detail
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 inclusivity 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 ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l'université à postuler.
Note: This opportunity will be available until midnight July 25, 2025, Edmonton, Alberta local time.
About University of Alberta
The University of Alberta is one of Canada’s top teaching and research universities, with an international reputation for excellence across the humanities, sciences, creative arts, business, engineering, and health sciences. Home to more than 39,000 students and 15,000 faculty and staff, the university has an annual budget of $1.7 billion and attracts nearly $450 million in sponsored research revenue. The U of A offers close to 400 rigorous undergraduate, graduate, and professional programs in 18 faculties on five campuses. The university has more than 250,000 alumni worldwide.
The university and its people remain dedicated to the promise made in 1908 by founding president Henry Marshall Tory that knowledge shall be used for “uplifting the whole people."
Administrative Assistant
About the role
Department Faculty of Medicine & Dentistry - Alberta Diabetes Research Institute
Hourly rate $25.66 to $34.36
Hours per week 35
Grade 6
Posted date
Closing date July 25, 2025
Position Type Full Time - Trust Funded
Description
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.
This position is a part of the Non-Academic Staff Association (NASA).
This position has an end date of 12 months from the date of hire.
Location - This role is in-person at North Campus Edmonton.
Working at the University of Alberta
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.
Working for the Alberta Diabetes Institute
The Alberta Diabetes Institute (ADI) is Canada's largest free-standing facility dedicated to diabetes research, encompassing 25,000 square meters of space that includes wet and dry research labs, core services, a clinical research unit and other shared resources. The Institute brings together the University's outstanding collection of diabetes researchers from multiple faculties and schools into a collaborative, multidisciplinary group. The ADI takes an active role in program development, funding initiatives and external relations with the aim of translating innovation towards meaningful health care solutions. Fifty-seven full-time faculty and nearly 200 trainees from 7 different faculties and schools at the University belong to the ADI.
Position Summary
The Administrative Assistant (AA) will provide on-site support for the Director of Operations (DOO) and the Institute Director for the operation of the Alberta Diabetes Institute and delivery of related programs and events.
The AA will be the first point of contact for general inquiries from the public, from within the University, and from ADI members. They will respond to facility-related issues in the building and will ensure preventative maintenance agreements are in place for shared equipment. They will help assist students and staff with access cards/keys and will assist with workspace assignments when necessary.
The ADI is generously supported by numerous donors and the AA will work with the DOO to develop databases for spending plans and reporting. They will be responsible for organizing grant and scholarship competitions held by the ADI and will collect progress reports from award recipients. The AA will process monthly financial transactions (e.g., submit invoices, journal entries, credit card statements) and will reconcile about 15 accounts. The AA will make regular updates to ADI's website (using contract services where necessary) and social media platforms, and will communicate to ADI members with weekly newsletters.
The ADI is highly active in its role of developing programs, projects and collaborations that help its members, and the AA will play an important role in the coordination and tracking of these activities. They will also oversee the planning of ADI's committee meetings, annual research day, weekly seminars and other special events.
The successful candidate will enjoy multi-tasking and be able to work with a diverse group of people in an exciting research environment. Preference will be given to candidates who have working experience with the policies, practices and resources at the University of Alberta.
Duties
General Administration
- Responds to general inquiries; drafts general correspondences; coordinates workspace assignment; filing; coordinating access cards/keys; responds to facility issues and oversees equipment maintenance agreements; liaises with central services; helps coordinate program delivery
Financials
- Processes monthly financial transactions; develops spending plans on Excel; basic book-keeping and reconciling for about 15 accounts
Communications
- Website and social media updates; sending notices and weekly newsletter to members
Events
- Planning of regular seminars, annual research day and special events
Minimum Qualifications
- High School Diploma
- 3-5 years experience in an administrative assistant role, preferably at a post-secondary institution
- Proficiency in Microsoft Office Suite, Google Suite; file management systems
- Ability to prioritize, multi-task and meet deadlines
- Excellent communication (oral and written), interpersonal and organizational skills
Preferred Qualifications
- Working experience with the policies, practices and resources at the University of Alberta
- High attention to detail
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 inclusivity 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 ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l'université à postuler.
Note: This opportunity will be available until midnight July 25, 2025, Edmonton, Alberta local time.
About University of Alberta
The University of Alberta is one of Canada’s top teaching and research universities, with an international reputation for excellence across the humanities, sciences, creative arts, business, engineering, and health sciences. Home to more than 39,000 students and 15,000 faculty and staff, the university has an annual budget of $1.7 billion and attracts nearly $450 million in sponsored research revenue. The U of A offers close to 400 rigorous undergraduate, graduate, and professional programs in 18 faculties on five campuses. The university has more than 250,000 alumni worldwide.
The university and its people remain dedicated to the promise made in 1908 by founding president Henry Marshall Tory that knowledge shall be used for “uplifting the whole people."