Executive and Administrative Assistant (EAA) -Full time - Prentice Institute for Global Populat[...]

Executive and Administrative Assistant (EAA) - Full time - Prentice Institute for Global Population and Economy

About the University

It’s your time to shine!

Work where the world comes to create, discover and learn. 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 come together to contribute, each in their own way, to establishing ULethbridge as Canada’s destination university. In 2022, Lethbridge was recognized as one of Canada’s top small cities.

The Prentice Institute is a dynamic and diverse research institute that works on a variety of projects for which a high level of experience with task planning and prioritizing; confidentiality; file management; calendar, scheduling, and time management; gatekeeping; and professional communication are essential.

A key responsibility of the EAA is managing the calendar for the Director and Associate Directors, which requires working independently to schedule appointments; appropriately allocate time to each of the Director’s areas of work; and manage critical last-minute changes. Understanding the Director’s priorities, and being aware of key issues for the Institute, is pivotal to this position. The work of the Administrative Assistant enhances the effectiveness of the Director and Associate Directors of the Institute.

Responsibilities include:

• Keeping the Director’s calendar up-to-date, including scheduling meetings, rescheduling appointments and protecting the Director’s time to ensure appropriate time for teaching prep, writing, research, and other administrative tasks.
• Managing incoming communications to the Institute’s general inbox and phone line; directing them to the appropriate party or responding as required.
• Preparing and editing emails, letters, reports, agendas, minutes, presentations, forms, and other types of written material as needed.
• Appropriate and accurate file management, both physical and digital, of all Institute documents, such as reports, meeting notes, emails, signed documents, and letters.
• Planning and organizing events such as meetings, open houses, conferences, invited speaker events.
• Maintaining a high degree of discretion and confidentiality.
• Assisting with the development and maintenance of both internal and external communications.
• Procurement and purchasing of goods and services; managing incoming and outgoing invoices.
• Managing complex office administrative work requiring the use of independent judgment and initiative.
• Providing general administrative support to the Institute and executive (Director and Associate Directors) as required.

Position Qualifications:

• Excellent communication and interpersonal skills.
• High proficiency with the Microsoft suite of products including Outlook, Calendar, Teams, SharePoint, and Office.
• Digital literacy, with the desire and ability to learn and use a variety of software.
• Ability to navigate University protocols and governance, including ability to quickly understand and interpret policies and procedures.
• Exceptional word processing, proof-reading, and editing skills.
• Ability to work in a fast-paced office environment with the ability to multi-task and work under tight deadlines.
• Excellent organizational and time management skills.
• Experience with, and willingness to utilize, project management software.
• Experience working within academia or larger institutions or organizations is an asset.
• Minimum high school; diploma in Office Administration or equivalent preferred; baccalaureate education ideal. Proof of education will be required.

Starting Salary Range (at 1.0 FTE): $4,017.00 - $4,469.00 monthly

Full Salary Range (at 1.0 FTE): $4,017.00 - $4,921.00 monthly (AUPE - Grade 8)

Campus: Lethbridge

Employment Group: AUPE

Position Category: Other

Open Date: 02/20/2025

Close Date: Open Until Filled

Desired Start Date: 04/01/2025

Employment Equity: The University of Lethbridge invites applications from all qualified candidates; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given preference. The University of Lethbridge is committed to providing an inclusive and barrier-free work environment, including through all aspects of the hiring process. If you require support during the hiring process, please contact Human Resources at human.resources@uleth.ca so that accommodations can be put in place to support you.