Job Type






Office and Program Assistant Edmonton

University of Alberta

University of Alberta Edmonton Canada

2 months ago

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

This position offers a comprehensive benefits package which can be viewed on our Benefits Overview page .

Location: This role is hybrid with a mix of remote and in-person and w ork primarily located 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.

APPLICATION REQUIREMENTS: Question for Cover Letter: How do your personal values align with WISEST's organizational values as found on our website?

Department/Faculty Summary

The Dean of Students supports all students — undergraduate and graduate — in the pursuit of academic and personal success. The Dean of Students collaborates with faculties, offices, and services across all campuses to deliver effective programming and provides leadership on university policies and initiatives.

The Office of the Dean of Students coordinates many services that strive to create diverse and inclusive support in all stages of the student experience, including: academic resources, career and professional development health & wellness services, and community resources.

WISEST (Women in Scholarship, Engineering, Science and Technology), a unit of the Dean of Students collaborates with Industry, Government, Academia and a team of over 600 volunteers to deliver exciting programs and meaningful networks that enhance the attraction, retention and advancement of women at all ages in science, engineering and technology. WISEST aims to strengthen science, engineering and technology communities by increasing their awareness and support for diversity.

Position Summary

The position of the WISEST Assistant reports directly to the WISEST Team Lead and will contribute to administrative duties and community initiatives within WISEST and undertake a diverse range of duties that will support the logistics and execution of WISEST programming and activities. In addition, the incumbent will oversee and curate content for external communications.

This position requires a self-motivated and highly organized individual with demonstrated experience in managing multiple demands and priorities. It is imperative that the applicant possess good written and oral communication skills and interpersonal skills. The position requires good judgment, common sense, and the ability to work under challenging time constraints. The successful applicant must be able to multitask on a broad set of requests in a professional and timely manner. Changing priorities and deadlines are a common occurrence and the position requires the ability to deal with numerous activities in a rapidly-paced environment and to prioritize tasks with minimal supervision.


Operational Support (25%)

Under The Supervision Of The WISEST Team Lead
• Screens and processes phone, electronic and in person queries and responds to inquiries or forwards to appropriate staff.
• Manages registration fee payment processes for SET and Choices Conferences and SRP Housing fees through Shopify including receipting
• General correspondence and thank you letters to stakeholders and donors as requested.
• Purchasing supplies for events and activities, arranging for hospitality and catering as needed
• Record retention and archiving of documents
• Volunteer hour tracking and database updates and criminal record check documentation
• Agenda and meeting reminders for board and other meetings
• Data collection and support for funding and grant applications
• Provides administrative support for special projects initiated by WISEST.

Core Programs (40%) - CHOICES Conference, SET Conference, Summer Research Program

In Cooperation With The WISEST Program Coordinator
• Book rooms, labs and space as needed.
• Ensure all activities adhere to the UofA’s Environmental, Health and Safety Standard.
• Conduct effective communication and correspondence with volunteers, participants, schools and with the other WISEST office staff.
• Participate in logistical work involved in the events, including signage, activity needs and supplies, volunteer recruitment, training and coordination; and participant registration.
• As part of a team, screens applications, selects and matches Summer Research Program students with volunteer research teams. Reviews and evaluates potential projects for inclusion in the SRP program.
• Collects and amalgamates data from surveys for final reports and contributes to regular updating of program manuals.

Outreach Activities (35%)

In Cooperation With WISEST Outreach Coordinator
• External Communications - Maintains websites and social media channels. Updates information and curates content for social media and the monthly newsletter. Develops audience engagement.
• Resource Development - research and collect information to be used in the development of resources (virtual and physical) to be used for outreach activities
• Events (virtual and in person): support the planning and execution of activities including advertising, planning, volunteer recruitment, and logistics; communication with volunteers
• Support collaborations with internal and external partners

Minimum Qualifications
• Minimum Administrative diploma or 2 years of related post-secondary education
• Demonstrated experience related to programming, event planning or administration.
• Exceptional interpersonal, organizational, and time management skills; long-range planning skills; creativity, initiative, intuition, and strong problem-solving skills; attention to detail.
• Demonstrated effective writing and oral communication skills with multi-generational groups of people with diverse backgrounds
• Ability to establish and maintain effective working relationships, and contribute positively to a small and dynamic team

Preferred Qualifications
• Experience working with volunteers, managing, supervising, and orienting people for events.
• Strong working knowledge of Google Suite and experience with Adobe Acrobat and social media platforms is a strong asset.
• Some physical activity including lifting (up to 20 lbs), reaching and bending (e.g. to stock and organize supplies and organize spaces) is required
Edmonton AB

Salary Criteria












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