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.
The Faculty of Engineering is one of North America’s top engineering schools, known for innovation, collaboration, and impact. It fosters an exceptional student experience through a holistic approach that combines technical excellence with emotional intelligence. With strong community engagement, interdisciplinary research, and a commitment to societal well-being, the faculty prepares students to lead in a rapidly evolving, global engineering landscape.
Communications
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Drafts and/or generates routine communications. Gathers information from office records to draft emails, memos, and other documents for supervisor review
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Reviews and prioritizes daily incoming correspondence and initiates or completes action as required
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Manages department website and LinkedIn page
Document and Materials Development
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Prepares briefing materials for meetings and committees, including the Academic Planning Committee (APC), Program Implementation Committee (PIC), and Industry Advisory Committee (IAC)
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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
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Assists with development, design, and production of publications on program(s) in accordance with established Faculty/ College/ University policies/procedures
Academic Program Operations
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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
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Sends out surveys or information requests. Compiles submissions for review.
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Provides administrative support for standing and special meetings. Coordinates documents and agendas. Anticipates and prepares supporting materials. Distributes meeting minutes.
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Manages undergraduate award submissions
Events Coordination
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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)
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Responsible for recruiting and managing volunteers as required for the events, including setup, event operations, and takedown
Reception Coverage
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Provides coverage for primary reception functions during periods of absence or illness
Required Qualifications
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Post-Secondary Degree
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Minimum of two years of experience working in an office environment
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Proficiency in common software, including MS Suite (Word, Excel, PowerPoint, Outlook) and G Suite (docs, sheets, slides, forms)
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Excellent communication, prioritization, organizational, compositional, and proofreading skills
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Ability to multitask and perform with accuracy/precision in a busy environment
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Possess confidentiality, initiative, and good judgment
Preferred Qualifications
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Experience in copy editing
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Knowledge of U of A systems, policies, and procedures is considered an asset
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Ability to program in Excel is considered an asset
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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.
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 FirstPeoples of Canada, whose presence continues to enrich our vibrant community.
The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.
Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.
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.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. 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.
L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.
