Administrative Assistant, Applied Research

Gexel Telecom International Inc.; Red Deer; On-site; CAD 45,000 - 60,000; Full time

Benefits offered by this job

15% additional hourly rate in lieu of休

Job summary

Red Deer Polytechnic seeks an Administrative Assistant, Applied Research to provide essential administrative support to the Division. The role blends coordination, reporting, and records management to support polytechnic accountability and stakeholder engagement.

The position involves meeting logistics, onboarding and recruitment support, and maintaining project and division records while ensuring adherence to health, safety, and policy guidelines.

Qualifications

• Two (2) years of post-secondary training in Business Administration or related program.
• Minimum of 2-3 years of relevant experience.
• Proficiency in proofreading, grammar skills, attention to detail.
• Strong multi-tasking abilities and interpersonal communication skills.
• Understanding of the administration of a post-secondary institution is preferred.

Responsibilities

• Represents the Division's priorities and coordinates information flow.
• Prepares and submits data for accountability reports per guidelines.
• Responds to inquiries from students, staff, and the public within authority.
• Provides meeting support and logistics for Division activities and events.
• Maintains SharePoint filing system and acts as records representative for the department.
• Manages onboarding resources and recruitment support for staff and faculty.

Education

Post-secondary training in Business Administration or related program

Tools

SharePoint

Microsoft Office

Job description

Position Summary

The Administrative Assistant, Applied Research is the primary administrative support for the Applied Research Division). This position is responsible for a mix of coordination and reporting functions for the Division.

Position Responsibilities

• Understands and represents the positions and priorities of the Division


• Prepares, gathers, and submits information and data required for polytechnic accountability reports in compliance with the guidelines provided


• Responds to students, staff, faculty, community members, and government officials for the purpose of information exchange forwarding complaints and guidance as appropriate within the scope of authority


• Acts as a resource and responds appropriately to faculty and staff on behalf of the Division, within the scope of authority


• Responds to phone, email, and in-person inquires by referring inquires to the appropriate sources using a broad knowledge of the Polytechnic’s priorities, procedures, protocols, and personnel


• Provides support to meetings and events within the Division and where the Division of Applied Research is serving a lead role with internal and external partners by providing all aspects of meeting logistic support (scheduling meetings, booking meeting space, catering, document preparation and distribution, meeting minutes)


• Supports the Division of applied research by making travel arrangements for leadership adhering to policy guidelines, supports general administration by maintaining organization charts, and email lists.


• Maintains the administrative filing system within SharePoint and serves as the records representative for the department in accordance with the Red Deer Polytechnic Records Management System


• Prepares, gathers, and relays confidential information of staff and clients on a regular basis


• Tracks Exempt Professional Development costs, providing the Operations Manager updates for further follow up


• Provides support when needed in updating the website, communication activity, and RDP Connect for Applied Research


• Ensures a safe and healthy work environment by complying with Polytechnic health and safety policies, standard practices, and programs in keeping with occupational health & safety legislation and regulations


• Supports the Central Alberta Regional Innovation Network (CARIN) website and email list


• Maintains regional innovation network distribution list and sends out appropriate emails to the CARIN members when requested


• Performs other related duties as assigned

Project Administration, Grant Support, Contracts and Metrics

• Assists with logistics for project teams, such as tracking project plans and schedules, arranging Division team meetings, gathering documents and information, updating project statuses from staff at team meetings


• Working with the Director, Centres for Manufacturing and Energy Innovation, and the AVP Applied Research establishes and updates the project tracking process (including Monday)


• Working with the Applied Research, CIM-TAC and EIC staff, creates the contracts for industry projects


• Assists with documentation of projects (i.e. signing of non-disclosure agreements, creating folders for projects, etc.)


• Provides support for the administrative side of the contracts (i.e. signing, forwarding the contract to finance, saving pertinent emails/records between technicians or other RDP staff (Finance) and clients in project folders, closing the project folder and sending feedback requests to clients once projects are complete, sends project closing report to funder (eg. TECH-Access and IRAP ITA))


• Ensures Tech-Access iVisits documentation is up-to-date during the project and complete upon project completion


• Updates project tracking database and distributes updates weekly to team members


• Collects metrics from team members and ensures that metrics are up to date; continually looks for improvements to process


• Produces monthly metrics update report


• Develops and manages SharePoint site to keep archive of metrics information


• Produces Applied Research Annual Reports, with leaders


• Ensures team members CV’s are up to date

Continuous Growth and Acquisition of New Skills

• Actively participates in training and professional development activities as they become available


• Actively acquires knowledge and skills related to the position


• Familiarizes self with policy and procedures in order to meet user needs

Human Resource Support

• Creates and uploads job postings and required documentation to the Applicant Tracking System (ATS) as directed


• Facilitates the recruitment and hiring process by providing hiring committees the required access to documents, scheduling interviews, and booking facilities/resources required


• Ensures new staff & faculty have access to resources, tools, and working spaces required.


• Coordinates division specific onboarding for new staff and faculty by providing the required handbooks/manuals and booking required meetings/training


• Monitors and communicates timelines related to probationary periods and schedules follow-up meetings as required for division leadership


• Arranges administrative resources for all employees, as needed, in the division via the e-request online request system (e.g. keys, computer access, phone and voicemail, office signage, mailboxes, etc.)


• Supports submission of contracts for approvals, gathers signatures and finalizes process for hiring of employees


• Monitors and sends updates for contract end dates to the appropriate leader and Operations Team.


• Provides assistance to new employees, practicum students and Manager, Student Supports related to administrative matters and onboarding

Required Qualifications

• Two (2) years of post-secondary training, in Business Administration, or related program.


• Minimum of 2-3 years of relevant experience


• Relevant experience working with a professional office team, ensuring confidentiality, integrity, diplomacy, professionalism, and tact at all times


• Understanding and knowledge of the administration of a post-secondary institution is preferred


• Proficiency in proofreading, grammar skills, attention to detail


• Strong multi-tasking abilities, interpersonal communication skills, problem-solving skills


• Demonstrated experience coordinating events at all phases from planning through to delivery


• Experience working with industry and the public an asset


• Understanding of how projects are managed and implemented


• High level of expertise in all areas of modern office practice and procedures


• Experience with Microsoft products, including SharePoint


• Ability to work independently and as a member of a team

Preferred Qualifications

• Experience working in a post-secondary educational institution would be an asset

Benefits and Compensation Information

An additional 15% of the hourly rate in lieu of vacation, statutory holidays and benefits.

Desired Start Date

October 9, 2026

Position End Date

June 30, 2027

Hours of work

8:30 a.m. to 4:30 p.m., Monday to Friday, 35 hours per week

Note to Applicant

Red Deer Polytechnic fosters an inclusive learning and working environment where everyone can bring their full selves and share their unique talents. We are committed to being responsive to the evolving needs and expectations of our diverse community.

To enrich the intellectual, economic, cultural, and social development of Central Alberta, we value the contributions of individuals with diverse perspectives and experiences. We encourage applications from Indigenous persons, Black and racialized persons, women, persons with disabilities, individuals of all sexual orientations, and persons of any gender identity or expression.

Red Deer Polytechnic will provide job applicants with accommodations in accordance with the Alberta Human Rights Code. To request an accommodation, please contact [e-mail].

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Special Instructions to Applicants

This position is conditionally funded and does not qualify for conversion under the AUPE Collective Agreement.