Administrative Assistant, Event & Engagement Systems Analyst (Casual)

Dhillon School of Business at the University of Lethbridge; Lethbridge; Hybrid; CAD 40,000 - 45,000; Full time

Job summary

An established educational institution is seeking a motivated Administrative Assistant to enhance community partnerships and student engagement. This role focuses on developing automated systems for event management and student tracking, leveraging tools like Airtable and Microsoft Office. The ideal candidate will possess strong digital literacy, creativity, and problem-solving skills to optimize workflows and improve student experiences. Join a collaborative environment where your contributions will directly impact the success of student engagement initiatives and community outreach efforts.

Qualifications

• Strong ability to learn and use software, especially Airtable and Microsoft Office.
• Familiarity with automation tools and data integration.

Responsibilities

• Develop an automated event management system and streamline processes.
• Consolidate data to create automated tracking metrics and gamified systems.

Skills

Digital Literacy

Automation & Workflow Optimization

Data Management & Analysis

Problem Solving

Communication

Creativity & Innovation

Project Management

Education

Bachelor's Degree

Tools

Airtable

Microsoft Office Suite

Excel

Event Management Platforms

Job description

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Manager, Community Partnerships and Student Engagement

Job Title

The Dhillon School of Business Student Professional Development Program invites qualified applicants to apply for a 35-hour per week, 12-week, temporary Administrative Assistant, Event & Engagement Systems Analyst position. This position will support the Dhillon School of Business Student Professional Development program by working with the Manager of Community Partnerships and Student Engagement to understand, streamline, and automate the various systems involved in event management and student engagement tracking. Working remotely from Calgary or elsewhere in Alberta may be possible. Co-op students registered with the University of Lethbridge must notify the Co-op program if they are the successful candidate.

Key Responsibilities:

1. Develop an automated event management system or optimize current systems, including reminders for critical tasks (such as venue and catering bookings), and automate event-related processes (sending invitations, pre-event reminders, QR code check-in, and collecting post-event feedback).
2. Streamline and automate key processes across various systems, starting with the internal student management system (MyExperience). Explore system capabilities to identify optimizations and automation; recommend alternative tools (e.g., Airtable) to enhance efficiency, integrate systems, and improve workflow.
3. Consolidate data from multiple sources to create automated systems that track metrics, monitor student progress, generate gamified leaderboards, and reduce reliance on manual data entry. The ideal end goal is a gamified tracking and point system with automated weekly leaderboard updates, sending reminders for upcoming challenges, and notifying participants of earned badges or prizes to boost engagement.

Position Qualifications

• Digital Literacy & Software Proficiency: Strong ability to quickly learn and use a variety of software, with experience in platforms like Airtable, and Microsoft Office Suite (Outlook, Calendar, Teams, SharePoint, Office).
• Automation & Workflow Optimization: Familiarity with automation tools and the ability to streamline processes by integrating data from various sources (CSV, databases) and automating systems.
• Business Process Analysis: Including organizing, interpreting, and leveraging data to improve workflows, optimize processes, and support informed decision-making.
• Data Management & Analysis: Proficient in consolidating and analyzing data using tools like Excel, with the ability to track metrics and monitor progress.
• Knowledge of relational databases: Including how to structure, query, and manage data efficiently to support automation and workflow optimization.
• Event Management & Tools: Familiarity with event management platforms (e.g., Eventbrite, Google Calendar) and the ability to automate event-related tasks.
• Creativity & Innovation: Ability to think creatively and propose new processes for automating workflows, enhancing efficiency, and improving event experiences.
• Problem Solving: Strong analytical skills to identify challenges in workflows, propose solutions, and streamline processes for improved outcomes.
• Collaboration & Teamwork: Ability to work effectively with cross-functional teams to achieve the shared goal of optimizing workflows and automation.
• Problem Solving and Critical Thinking: Ability to analyze workflows, identify inefficiencies, and suggest actionable improvements to optimize processes and automation.
• Project Management: Basic knowledge of project management principles, including the ability to handle multiple tasks, track progress, and implement streamlined event processing using automation tools.
• Communication: Strong communication skills to receive and understand information from various systems, document workflows, and explain technical concepts to others in the team. Capable of conveying new ideas for improving processes and engaging in collaborative problem-solving.

About the University

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We are one of Canada’s top universities and leading research institutions. With more than 8,000 undergraduate and graduate students, two campuses (Lethbridge and Calgary), seven faculties and schools, and more than 2,500 employees, ULethbridge is Lethbridge’s second-largest employer. Faculty and staff contribute in various ways to establishing ULethbridge as Canada’s destination university. In 2022, Lethbridge was recognized as one of Canada’s top small cities.

Dhillon School of Business

The Dhillon School of Business is AACSB accredited and values both teaching and research excellence. We maintain close ties with the community through our experiential programs. Students can concentrate their undergraduate studies in a wide range of certificates, diplomas, degree majors, and combined degrees. There are approximately 50 full-time faculty and 1800 undergraduates on our Lethbridge and Calgary campuses, as well as graduate programs in management practice, health services management, management research, and business analytics. Dhillon supports cross-disciplinary research and encourages faculty to work with students in thesis and course-based graduate programs. Active international exchange programs are in place for both students and faculty. Please visit our website at http://www.uleth.ca/dhillon for more information, including our strategic plan at https://www.ulethbridge.ca/dhillon/about-school.

Application Process

To apply, please submit a cover letter, curriculum vitae or résumé, and the names of three references who can speak to your technical qualifications and interpersonal skills. The University reserves the right to not fill the position if a qualified candidate is not identified by May 31, 2025.

Special Instructions to Applicants

The University of Lethbridge invites applications from all qualified candidates; however, Canadian citizens and permanent residents will be given preference in accordance with Canadian immigration requirements.

Employment Equity

The University of Lethbridge is committed to an inclusive, barrier-free work environment. If you require support during the hiring process, contact Human Resources at [e-mail]. All private information related to your support request will be kept confidential and only shared with the selection committee as necessary.

Hourly: $21.44/hour

Employment Classification: Executive and Administrative Support 5

Open Date: April 10, 2025

Close Date: Applications will be reviewed beginning April 21, 2025, and will continue until the position is filled.

Desired Start Date: May 1, 2025

Desired End Date: July 24, 2025

Seniority level

• Entry level

Employment type

• Other

Job function

• Administrative

Industries

• Higher Education

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