Program Assistant Jobs in Spruce Grove, AB (NOW HIRING)

This position has a term length of two years.

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

Position Summary

The Department of Mechanical Engineering offers students the opportunity to pursue an exceptional, high quality education in one of Canada's largest mechanical engineering departments.

Our 1,450 students (1,100 undergraduate and 350 graduate) learn in a thriving and dynamic environment emphasizing solid academics and sound hands-on skills. We offer traditional and co-op undergraduate programs (including a biomedical co-op option), as well as Master of Engineering, Master of Science, and PhD graduate programs.

Reporting to the Academic Department Manager, the Program Assistant has the opportunity to support the undergraduate program renewal process for one of Canada's largest mechanical engineering programs. You will provide general program support and complex and diversified administrative support for undergraduate program administration. Areas of support include communications, material and document development, event coordination, and administrative and program operations.

Additionally, the Program Assistant provides executive support to the role of Associate Dean, Undergraduate (Mechanical) to support their portfolio and the overall effective execution of that role.

Required Qualifications

• Post-Secondary Degree
• Minimum of two years of experience working in an office environment
• Proficiency in common software, including MS Suite (Word, Excel, PowerPoint, Outlook) and G Suite (docs, sheets, slides, forms)
• Excellent communication, prioritization, organizational, compositional, and proofreading skills
• Ability to multitask and perform with accuracy/precision in a busy environment
• Possess confidentiality, initiative, and good judgment

Preferred Qualifications

• Experience in copy editing
• Knowledge of U of A systems, policies, and procedures is considered an asset
• Ability to program in Excel is considered an asset
• Experience in event planning considered an asset

Application Instructions

Click "Apply Now" to submit your application, including a cover letter and resume.

In your cover letter, please explain why you are the ideal candidate for this opportunity and provide a detailed response to the following question:

How will you contribute to a culture of trust, effectiveness, and innovation in the Faculty of Engineering?

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 a comprehensive benefits package.
 

Communications

• Drafts and/or generates routine communications. Gathers information from office records to draft emails, memos, and other documents for supervisor review
• Reviews and prioritizes daily incoming correspondence and initiates or completes action as required
• Manages department website and LinkedIn page

Document and Materials Development

• Prepares briefing materials for meetings and committees, including the Academic Planning Committee (APC), Program Implementation Committee (PIC), and Industry Advisory Committee (IAC)
• Coordinates, reviews, edits, and submits all official additions/deletions/changes to the department's sections of the University Calendar to the Faculty APC for review
• Assists with development, design, and production of publications on program(s) in accordance with established Faculty/ College/ University policies/procedures

Academic Program Operations

• Prepares standard and ad-hoc reports, spreadsheets, and databases for the department, including reporting on enrollment numbers, watch list counts, and course schedules. Designs and develops customized reports for specific needs as required
• Sends out surveys or information requests. Compiles submissions for review.
• Provides administrative support for standing and special meetings. Coordinates documents and agendas. Anticipates and prepares supporting materials. Distributes meeting minutes.
• Manages undergraduate award submissions

Events Coordination

• Acts as the primary point of contact and department events coordinator for the regular series of academic events that require department involvement (e.g. First Years' Night, Orientation, Open House, Design Day)
• Responsible for recruiting and managing volunteers as required for the events, including setup, event operations, and takedown

Reception Coverage

• Provides coverage for primary reception functions during periods of absence or illness