Faculty Services Assistant

LAW Admin

Competition No. – S101945747

Posting Date – Jul 29, 2021

Closing Date – Aug 06, 2021

Hourly Rate – $21.49 – $28.60

Grade – 05

Hours – 35

This competition is open to all applicants; however, internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please indicate your internal status using the “Advertisement” drop down menu when applying.

This position has a term length of eight months from the date of hire.

Under the general direction of the Faculty General Manager, the Faculty Services Assistant is responsible for providing a broad range of administrative support to Law faculty members and staff. Responsibilities include greeting visitors to the Dean’s Office, controlling and signing out building keys, managing swipe/proximity card access for faculty, staff and students, coordinating room bookings, mail distribution, minor maintenance to facilities, assisting with exam viewing and acting as back-up for other administrative positions in the Dean’s Office.

Duties:
Ensures visitors to the Dean’s Suite are greeted appropriately and inquiries are handled in a proficient and confidential manner

Processes incoming and outgoing mail and arranges for couriers as required

Evaluates incoming calls and emails, and responds or redirects as appropriate

Responsible for controlling Law Centre building keys, including moot courtroom key, oversees key sign in and sign out, responsible for key deposits, and prepares key and lock related work orders for the Faculty of Law

Manages swipe and proximity card access and key distribution to the Faculty of Law building and rooms and determines security levels for all faculty, staff, and students (600+ users)

Is the primary room booking contact for the Faculty of Law including receiving requests, checking for conflicts, and scheduling bookings in the internal calendar

Photocopies, prints, and collates documents for faculty members and senior administration, submits order to external printing services as required and maintains photocopiers, troubleshooting as necessary, adding new users, and ordering supplies

Prepares and follows up on work requisitions for routine building maintenance

Contacts maintenance desk for all service requests

Creates, updates, and distributes building signage

Distributes and posts building notices (e.g. shutdowns, etc.)

Liaises with suppliers as necessary (water suppliers, paper-shredding services, Grand & Toy, external printing providers, etc.)

Acts as the point of contact for pick-ups and drop offs at the Dean’s Office

Orders office supplies, business cards, letterhead, name plates, name badges, stamps, etc. for faculty members and staff proactively and on request; organizes supply room and ensures supplies are adequately stocked

Assists administrative staff in Law with tasks as required

Qualifications:
High School Diploma, preferably supplemented with some related administrative post secondary course work

2 years of experience in an office environment

Accurate keyboarding (data entry skills), computer proficiency in MS Office (Word, Excel, PowerPoint)

Well-developed communication and interpersonal skills

Experience in problem solving and decision-making

Ability to maintain confidentiality

Must have a high level of accuracy and the ability to prioritize conflicting tasks and work within set deadlines

How to Apply

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

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

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. 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.