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Reporting to the Supervisor for LRT Track and ROW Maintenance, this role is responsible for providing high level administrative support to the entire Transit Facilities group. 

With a focus on the City of Edmonton’s Cultural Commitments to Safe, Helpful, Accountable, Integrated and Excellent, you will:

• Prepare and proofread various technical reports and other documents including Council reports, memos, specifications, technical reports, training materials, maintenance policies and procedures, and external correspondence
• Provide payroll information and assistance to the Transit Facilities group, including running payroll audit reports, resolving discrepancies, and advising staff on new or revised procedures and policies
• Attend technical meetings and take minutes. Organizing and sharing minutes as needed
• Organize and coordinate meetings with all clerical staff across the section to facilitate communication, training requirements, processes, and to assist with backfilling tasks as needed
• Compose various letters and documents on routine issues, develop training manuals, notices, orientation documents and memos
• Manage the administrative functions within the section to ensure corporate policies on documentation format, file retention and file system management are achieved
• Respond to Citizen inquiries by phone or email
• Help guide the area through the purchasing process, following CPSS and LRT Operations & Maintenance Guidelines
• Act as a section resource for SAP Ariba
• Process payment invoices for receipt of goods and services for Transit Facilities Maintenance Group
• Provide backup support for other clerks within the LRT Operations & Maintenance section when required
• General administrative duties as required

Qualifications

• Completion of the twelfth (12th) school grade including business subjects with emphasis on general office practices, or completion of an appropriate certificate program from an approved business school/college
• Administrative certificate or diploma would be an asset
• Minimum of 3 years progressively responsible and diversified office experience including payroll time entry, time audit reporting, minute taking, tracking action items, managing calendars, email inboxes, coordinating logistics and timing for meetings
• Considerable working experience of organizational and enterprise resource planning software such as SAP, Org Plus, Intelex, PeopleSoft and SAP Ariba
• Experience with Procurement related software programs
• Experience with Google Workspace and Microsoft Office including Documents, Drive, Sheets, Slides, Sites, and Groups
• Adaptable to changing priorities with the ability to make decisions in accordance with established policies and procedures
• Excellent written and oral communication skills with the ability to foster effective working relationships
• Ability to maintain moderately complex records and to prepare reports from same
• Capable of executing tasks based on both verbal and written instructions
• Ability to deal courteously with the public
• Hire is dependent on a Criminal Records Check (CRC) security clearance that is satisfactory to the City of Edmonton and is a requirement of this position, there may be a cost associated with this requirement
• Demonstrated ability to achieve results in the context of a respectful, inclusive and service-minded style
• Demonstrate alignment with the Cultural Commitments of Safe, Helpful, Accountable, Integrated and Excellent, fostering an environment for others to do the same. For more information on the City’s Cultural Commitments, please visit edmonton.ca/our-culture
• Demonstrate the foundational competencies, key behaviours and attributes of the City’s six leadership competencies: Courage, Inclusivity, Values-Based Influencer, Collaborative Networker, Systems Thinker and Creative Innovator. For more information on the City’s leadership competencies, please visit edmonton.ca/our-culture
• Applicants may be tested
  

The City of Edmonton is committed to inclusive, respectful and equitable workplaces that represent the communities we serve. We continuously improve our systems, policies and practices to remove barriers and ensure our employees, in all their diversity, can succeed. We value applicants with a diverse range of skills, experiences and competencies, and encourage you to apply. To learn more, see the Art of Inclusion: Our Diversity and Inclusion Framework here: https://bit.ly/3hd2d95.

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years
Experience: Candidates don’t need experience, training will be provided

Physical Requirements:

• The candidates should be able to work under pressure and be adept at handling repetitive tasks while demonstrating attention to detail

Other Requirements:

• The candidates should have client focus, be organized, and be a team player

Candidate Status:

• Candidate must be a Canadian Citizen or temporary or permanent resident of Canada
• Candidate must have legal authorization (Work Permit) to work in Canada
• If Candidates are unable to fulfill above mentioned requirements, don’t apply for the position

Responsibilities:

• • The candidates should be able to arrange and coordinate seminars, conferences, etc., record and prepare minutes of meetings, seminars, and conferences, and determine and establish office procedures and routines

• The candidates should be able to schedule and confirm appointments, answer telephone calls and relay messages, and answer electronic inquiries
• The candidates should be able to compile data, statistics, and other information, order office supplies and maintain inventory, and arrange travel, related itineraries, and make reservations
• The candidates should be able to greet people and direct them to contacts or service areas, open and distribute regular and electronic incoming mail and other material, and coordinate the flow of information
• The candidates should be able to set up and maintain manual and computerized information filing systems

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details

By email
[email protected]

Position Overview

The Faculty of Kinesiology is currently seeking a Full-time Regular Administrative Coordinator .

This position provides administrative and personal support to the Dean of the Faculty of Kinesiology and additional administrative support to other members of the Dean’s Office leadership team. This position reports to the Manager, Academic Programs and Administration and receives direction and oversight from the Dean.

The successful candidate requires expert knowledge or ability and willingness to learn university wide-practices and the complexities of the University organizational structure, as well as a comprehensive understanding of the Faculty and Dean’s priorities, portfolio, and commitments.

The role involves dealing with highly confidential materials and requires considerable discretion and judgement to ensure confidentiality is always maintained. The successful candidate will often represent the Dean’s Office in communication with all levels of the Faculty, the University, and the public. An exceptional level of professionalism and excellent administrative skills are required, along with courteous and professional communication with faculty, staff, students, and the public at all times.

This position also requires a high level of technical expertise including proficiencies in MS Office suite, Oracle PeopleSoft, and attention to detail. There will be periods of high volume with strict deadlines that may require work outside of normal hours. The successful candidate will oversee constant, multiple, competing and shifting priorities while working within the framework of the University of Calgary policies and procedures.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

• Provides senior level administrative and organizational support to the Dean.
• Management of the Deans time, by organizing the Deans daily calendar, including setting up meetings, prioritizing events.
• Ensures the Dean is informed and knowledgeable with procedures, policies, deadlines and commitments by providing accurate minutes and documents as required.
• Interacts by phone, email and in person with Faculty members, staff and students as well as external stakeholders.
• Prepares confidential correspondence on behalf of the Dean and assists in drafting, reviewing, editing and/or revising letters that require the Deans signature.
• In a senior administrative capacity, supports all major meetings for which the Dean is responsible.
• Represents the Deans office in communication with all levels of the Faculty, the University, Government agencies and other stakeholders.
• Liaise with other University departments and offices such as but not limited to the Offices of the Provost, VP Research, Campus Infrastructure, Financial Services, Supply Chain Management to obtain information in support of Faculty objectives and projects.
• Exercises discretion to determine when matters can be addressed by others and when the Dean should be consulted.
• Attends meetings with the Dean and records minutes, prepares agendas and supporting documentation for distribution.
• Logs and tracks incoming mail and follow up on deadlines and tasks to be done, exercising discretion for rerouting or delegating the above where appropriate.
• Ensures correspondence, telephone calls and other communication reflect a positive image of the Faculty of Kinesiology, and that confidentiality is maintained at all times.
• Responsible to assist with HR Academic related processes, working closely with HR, as assigned by the Dean.
• Coordinates annual events, as requested by the Dean, such as Faculty Retreats.
• In conjunction with others members of the Dean Office, ensures that at all times the Office of the Dean is perceived as a professional, respectful and is an inviting area.
• Other duties, projects or assignments as determined by the Dean or the needs of the Faculty of Kinesiology.
• Responsible for the (two) administrative positions that provide academic administrative support, ensuring high level of service / interaction with the academics.
• Provide direction for administrative staff on academic process, leadership for growth and development for staff.
• Responsible for arranging vacation coverage to ensure Dean's office is appropriately staffed.
• Accountable to direct completion of general Dean's office administrative tasks (filing, mail sorting, reception schedule) to support the Faculty of Kinesiology.
• Maintains an effective filing system and record of correspondence, documents, decisions, policies, and other related material provided to or produced by the Deans office.

Qualifications / Requirements:

• A post-secondary education and a minimum of five years work experience in a senior or executive administrative role.
• Knowledge of university administration, academic understanding and PeopleSoft knowledge would be an asset.
• The ability to work independently and to organize and complete work with minimal supervision is necessary.
• Requires comprehensive knowledge and proficiency in computer programs (MS office, Email and Internet), as well as University technology systems.
• Requires well-developed organizational skills with the ability to use exceptional judgment and discretion and proven successful teamwork.
• Requires highly developed communication skills using tact and diplomacy.
• Strong written and verbal communication skills are required, as well as the ability to deal with all internal and external stakeholders in a professional manner.
• Excellent administrative and organizational skills with the ability to set priorities and meet objectives.
• Demonstrates initiative and a willingness to perform tasks assigned.

Application Deadline: February 13, 2024

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates need Secondary (high) school graduation certificate
Experience: Candidates should have experience of 1 year to less than 2 years

Requirements:

Languages

English

Education

• Secondary (high) school graduation certificate

Experience

2 years to less than 3 years

Job purpose

The Administration Assistant is responsible for the overall administrative support to the PIC Regional Leadership team which includes a Regional Director, a Market Lead and two Governance & Operations Managers.  

 

Is this role right for you? In this role, you will:

• Support the Regional leadership team in day to day management of his/her schedule by: establishing and co-ordinating calendars; providing support by receiving/ screening/ referring incoming calls/visitors using a high degree of discretion; booking travel arrangements, ensuring all requirements of officers are met.
• Support the Regional Leadership team by: Acting upon telephone/ mail requests received in the senior officer’s absence; Producing material from written copy/ rough notes, creating and editing presentations as requested; Event planning and guest list co-ordination, as required; Employee onboarding/offboarding, including equipment orders and system access.
• Assist in maintaining the senior officer / department’s expense and other budgets.
• Verifying invoices/expense statements prior to submitting for approval, and processing payment once approval is received;
• Compilation and management of various recurring and ad-hoc reports and requests; 
• Maintaining records and information to ensure and control security access.
• Co-ordinate and facilitate the release of significant initiatives / communications or launches by liasing between groups, both internal and external, to ensure timely / accurate delivery of materials.

Do you have the skills that will enable you to succeed in this role? We’d love to work with you if you have:

• Strong organizational skills and ability to set priorities and manage time
• Strong communication and interpersonal skills in English and French. Pursuant to a language needs assessment conducted by Scotiabank, the successful candidate will be required to be able to communicate in English in addition to French because they will be required to work closely with other groups from head office who operate primarily in English, and they will serve and English-speaking clientele.
• High degree of accuracy required
• High level of discretion required in dealing with confidential matters
• Competence in using all facets of Microsoft Office.
• Comfort and familiarity with CRM systems.

Requirements:

Languages: Candidates must have knowledge of the English Language.
Education: Candidates need Secondary (high) school graduation certificate
Experience: Candidates needs an experience of 1-2 years

Responsibilities

Tasks

• Determine and establish office procedures and routines
• Schedule and confirm appointments
• Answer telephone and relay telephone calls and messages
• Answer electronic enquiries
• Compile data, statistics and other information
• Order office supplies and maintain inventory
• Greet people and direct them to contacts or service areas
• Set up and maintain manual and computerized information filing systems
• Type and proofread correspondence, forms and other documents

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply (along with your resume) through below mentioned details.

By email

[email protected]

Requirements:

Languages: Candidates must have knowledge of the English Language.
Education: Candidates need standard educational qualification such as college, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years or equivalent experience
Experience: Candidates needs an experience of 1-2 years
Computer and Technology Knowledge: MS Excel, MS Office, MS Outlook, MS PowerPoint, MS Windows, MS Word
Security and Safety: Basic security clearance

Physical Requirements:

• The candidate should be able to work in a fast-paced environment and work with tight deadlines
• The candidate should be able to pay attention to detail and handle large workloads

Other Requirements:

• The candidate should have an efficient interpersonal skills

• The candidate should be able to work with an excellent oral and written communication skills
• The candidate should be able to work in a flexible environment and work in an organized way

Responsibilities:

• • The candidate should be able to establish work priorities and ensure procedures are followed and deadlines are met also carry out administrative activities of establishment

• The candidate should be able to administer policies and procedures related to the release of records in processing requests under government access to information and privacy legislation also coordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
• The candidate should be able to assist in the preparation of operating budget and maintain inventory and budgetary controls also assemble data and prepare periodic and special reports, manuals and correspondence
• The candidate should be able to oversee and coordinate office administrative procedures

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply (along with your resume) through below mentioned details.

By Email:
[email protected]

Requirements:

Languages: Candidates must have knowledge of the English Language.
Education: Candidates must need standard educational qualifications such as a secondary (high) school graduation certificate
Experience: Candidates need experience of 7 months to less than 1 year

Responsibilities

Tasks

• Arrange and co-ordinate seminars, conferences, etc.
• Record and prepare minutes of meetings, seminars and conferences
• Determine and establish office procedures and routines
• Schedule and confirm appointments
• Answer telephone and relay telephone calls and messages
• Answer electronic enquiries
• Compile data, statistics and other information
• Order office supplies and maintain inventory
• Arrange travel, related itineraries and make reservations
• Greet people and direct them to contacts or service areas
• Type and proofread correspondence, forms and other documents

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer by sending email (along with your resume) through below mentioned details.

By email

[email protected]

By mail

4739 50 AveWhitecourt, ABT7S 1N8

Requirements: