MLS Administrative Assistant

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 has a term length of1 year plus 1 day.

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

Reporting to the Academic Department Manager this position provides routine program and administrative support for the day to day activities of the Medical Laboratory Science (MLS) division and program. This position supports the activities of the director program coordinator students instructors and lab staff within the MLS program.

General Division Administration

• Responds to and/or direct inquiries to appropriate Division areas (by telephone and email); manages program email account (e.g. others) responding and redirecting inquiries as appropriate and timely
• Greets visitors to the area and routes them to the appropriate individual
• Disseminates routine communications to students and/or faculty such as memos notices emails and letters
• Schedules and coordinates meetings events and activities including scheduling rooms organizing equipment ordering catering and assembling materials.
• Arrange and coordinate Division meetings: schedule and confirm video conferencing services facilities and equipment preparation of meeting materials and production/distribution of minutes
• Order and distribute office supplies distribute Division mail schedules courier service as required
• Troubleshoots photocopier and phone issues; organizes service calls as required and maintains adequate levels of supplies for machines including shredding services
• Produce administrative letters for students (ex. program completion)
• Manages the Division corporate credit card performs monthly reconciliation

Courses

• Order and assemble lab manuals and print course materials
• May assist with screening pre-requisites for courses/application packages
• Assists in course scheduling/room changes; booking classroom/meeting room space for instructors

Division and Department Events

• Department of Laboratory Medicine and Pathology DRlvE Days: manage and track conference registration organize venue and catering arrange materials/supplies schedule guest speakers book travel and hotel accommodations manage registrant inquiries
• Undergraduate student applicant interviews: organize volunteers create schedule and communicate as the Division point of contact for planning and on the day of the interviews
• U of A Open House MLS coordinator: organize volunteers create promotional material correspond with open house organizers
• Assist with MLS annual orientation activities catering scheduling and organizing
• Coordinates MLS Graduation Celebration: venue booking catering attendee communication
• Coordinates MLS Partner Appreciation Day: invitations catering posters etc

Providing occasional support for other general departmental educational and divisional activities as required.

• High school diploma
• Office administration or business administration diploma or certificate or equivalent experience
• At least two years of related experience preferably in a University/post-secondary setting
• Demonstrated ability to work for a large unionized public sector or post-secondary academic organization.
• Ability to prioritize competing tasks and effectively manage time and workload and meet deadlines.
• Agile and adaptable; capable of shifting focus as priorities change.
• Excellent organizational skills with the ability to multi-task and set priorities while keeping close attention to detail.
• Demonstrated ability to work independently and collaboratively.
• Demonstrated competence and aptitude for working with technology and software including knowledge of the entire Office suite of tools Google suite of tools Zoom. Ability to learn new technologies and Divisions quickly is essential.
• Ability to respond quickly to ad hoc requests and ability to focus and work through interruptions.
• Excellent oral and written communication organization and interpersonal skills.

Physical Demands

• Must be able to work in person for a full 7 hours per day 5 days per week. May be required to go to other buildings or sites off campus (e.g. Bay Enterprise Square hospital sites) to collect supplies or to attend meetings. May assist with light cleanup tasks such as moving furniture or file boxes.

Considered an asset to have:

• Knowledge of the post-secondary environment preferably within the context of the University of Alberta (policies and procedures)
• Ability to develop and maintain positive professional collaborative working relationships with all stakeholders at all organizational levels.
• Proficiency with Peoplesoft HCM Campus Solutions SupplyNET MS Office particularly Excel and Google applications
• Ability to self-start and anticipate the needs of the Division

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 acomprehensive benefits package.