Operations 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 the Cross Cancer Institute.

The Operations Assistant plays a vital role in supporting the Department of Oncology at the University of Alberta by leading the departments internal and providing comprehensive administrative support. This position is responsible for maintaining the departments website internal newsletters and contact lists while developing and implementing communication strategies to engage internal stakeholders (faculty staff and student and supporting communication efforts for external stakeholders in collaboration and alignment with the Partner Communications & Marketing. The role also oversees the planning and execution of departmental events including seminars workshops and guest speaker visits ensuring all logistical and promotional aspects are handled efficiently. Additionally the coordinator provides backup support to the Office of the Chair assists with financial reconciliation maintains organized filing systems maintains and coordinates Grad Support and performs general office duties. This multifaceted role requires strong organizational communication and interpersonal skills and contributes significantly to the departments visibility engagement and operational effectiveness.

• Internal & Digital Communications: Drafts and formats newsletters updates website profiles and news via CMS and maintains segmented contact lists.
• Strategic Outreach & Social Media: Partners with central communications to run social media/blogs manage incoming correspondence and implement outreach strategies.
• Event Planning & Logistics: Coordinates department seminars workshops and student eventsmanaging venue bookings AV catering and registrations.
• Guest Speaker Support & Promotion: Handles guest itineraries travel arrangements promotional posters and acts as the primary speaker liaison.
• Executive & Project Support: Acts as backup support for the Office of the Chair (calendar meetings reports) and supports departmental initiatives.
• Financial & Daily Operations: Assists with PCard reconciliation tracks event expenses takes meeting minutes orders supplies and manages paper/digital files.
• Graduate Student (GS) Admin: Manages GS onboarding appointment records payroll monitoring timesheets and coordinates teaching/lab support logistics.
• Summer Program Support: Helps run summer studentship activities speaker lunches payment setups and orientation.

• Undergraduate degree in Business or a related field; equivalent combination of education and experience may also be considered.
• Knowledge of University of Alberta policies and procedures specifically the Faculty of Graduate and Postdoctoral Studies Faculty of Medicine & Dentistry Special Funds and Accounting and Human Resources.
• Proficient in online meeting platforms (Zoom Google Meets)
• Computer proficiency in MS Office Google applications spreadsheet management and Adobe Creative Suites.
• Demonstrated people skills and ability to exercise good judgment when releasing information.
• Strong commitment to client service with a professional positive approach.
• Experience within a post-secondary environment and/or health services environment is an asset.
• Event coordination experience and skills
• Excellent written and oral communication skills interpersonal skills accuracy and attention to detail time management and organizational skills are required
• Knowledge of academic and research-based activities and teaching activities.
• Knowledge of Campaign Monitor Cascade and Canvas.

Application Instructions

Click Apply Now to submit your resume cover letter and philosophy on Access Community and Belonging.

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.