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Location

Edmonton, AB | Canada

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Job description

SCI GlycoNet

Competition No. S104852679
Posting Date Mar 04, 2024
Closing Date Mar 22, 2024

Position Type Full Time - Grant Funded
Salary Range $59,224 to $80,437 per year
Grade 08
Hours 40

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 2 years, with the possibility of extension, and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location

Work primarily takes place at North Campus, Edmonton.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for GlycoNet

Created in 2015, the Canadian Glycomics Network (GlycoNet) is a non-profit initiative hosted by the University of Alberta and funded by the federal Centres of Networks of Excellence (NCE) comprising of 190 research teams (estimated 600 students and staff) from 36 Canadian academic institutions bringing together researchers, industry, and academic partners to develop solutions to unmet health needs through the study of glycomics. GlycoNet funds research projects, develops strategic partnerships, enables technology translation, commercialization and company creation, and provides outstanding training to trainees.

Position

Reporting to the Research Financial Analyst and working closely with the CEO, the Executive Assistant provides comprehensive governance and administrative support to the CEO and Scientific Director, six GlycoNet administrative staff, Board of Directors, and GlycoNet committees, institutions, and investigators.

The Executive Assistant plans and schedules meetings, drafts communications, researches, compiles, and summarizes information, liaises between departments, assists with website and social media updates, and supports special projects including the Annual Scientific General Meeting and Annual International Symposium.

Duties

• Plan, schedule, and execute meetings and conferences according to GlycoNet by-laws (e.g. Board and Committee meetings, the corporate Annual General Meeting, and Canadian GlycoNet Symposium) including arranging for venues and catering, organizing travel for speakers, Directors, and Board and Committee members, setting up event, register guests, and completing travel and expenditure reimbursements.
• Prepare emails, formal letters, agendas, meeting minutes, internal communication, and correspondence.
• Research, compile, and summarize information for reports to funding agencies, grant applications and other materials.
• Create documents by extracting pertinent information from multiple sources, preparing charts, graphs, and tables.
• Ensure that Management has appropriate briefing materials for each meeting.
• Research and keep accurate record of GlycoNet staff, publications, mailing lists, and patents.
• Assist in preparation of outreach and promotion materials.
• Input data for travel and Expense Claims, Travel Advances, Professional Expense Allowance forms.
• Correspond independently with external GlycoNet visitors/guests (and/or their respective administrative staff), committee, and board members via e-mail, telephone, and videoconference to make arrangements for their visit (e.g. lecture details, establish meetings with appropriate faculty, travel arrangements - suggest, possibly book and prepay for arranged flights; accommodation arrangements).
• Type and edit manuscripts, correspondence, grant applications, and contract agreements.
• In consultant with Management, prepare meeting agendas, review plans, and action items, researching and compiling information for inclusion in the meeting package.

Minimum Qualifications

• Office Administration Diploma
• 5 years related experience in a busy administrative office
• Experience supporting leaders at the executive level
• Excellent organizational and English language skills
• Excellent communication (oral and written), interpersonal and organizational skills
• Knowledge of business procedures
• Strong organizational, problem solving and time management skills
• Strong computer proficiency using MS Office applications (Word, Access, Excel, PowerPoint), PeopleSoft, email, and electronic scheduling software
• Ability to build harmonious working relationships with clients, co-workers, and to interact with the public
• Knowledge of University rules and guidelines
• Ability to work independently with minimal guidance
• Demonstrated ability to take initiative and perform duties independently
• Superior accuracy and attention to detail

Preferred Qualifications

• Experience in the use of database software
• Some background knowledge in the use of the on-line application forms for provincial, national, and international funding/granting agencies
• Knowledge of these funding/granting agencies protocol, timelines, and structures
• Ability to speak and write in French
• Knowledge of PeopleSoft Financials
• Class 5 drivers license

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

How to Apply

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.

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Job tags

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Salary

$59.22k - $80.44k per year