Administrative and Communications Assistant

University of Alberta - Edmonton, AB (il y a 10 mois)

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This part-time position has an expected end date of one year from date of hire and offers a comprehensive benefits package which can be viewed at Faculty & Staff Benefits.

This position entails a combination of administrative duties with promotion of the lab. The incumbent will require the ability to work both independently and in a team environment, manage their own workload, and effectively prioritize tasks. Strong attention to detail is critical. Organization and strategic planning are both involved in this position, as well as promotion through social media, print, and traditional media platforms. The incumbent will create and maintain websites for projects, as required, and for the lab as a whole. The incumbent will complete onboarding of new lab members, plan events and tours in the lab, prepare and administer surveys for administrative and strategic purposes, write and edit grant applications as needed, and complete any administrative tasks that are required.

As a Communications/Administrative assistant the incumbent will strengthen the project through a focus on quality assurance to ensure high standards of process and communication. They will be responsible for ensuring the best image of the project is always presented to stakeholders and that this image is aligned with the three core tenets of the project: innovation, interdisciplinary, and impact. This will be accomplished through project promotion on social media and other public-facing events, creation of communication tools and resources, and writing and reviewing documents. This will all help to establish a strong reputation and build trust, support, and confidence for the project.


General Administrative Support to Project Coordinators
Task Management (assignation, deadline creation, priority level)
Implementing quality system into laboratories where required
Lab Management Elements
Strategic Planning – evaluate where more attention is needed in the lab, ensuring timelines are available for lab projects
Lab Tours Optimization – organizing staff and lab areas, keeping tours on schedule
QA/QC – ensuring equipment users have lab books and maintenance records
Event Planning – coordinating obtaining banners, guest lists, display set ups, speakers available if required, catering and contact with event organizers
Uncover Funding Opportunities – websites, company partners, as directed by supervisor
Preparation and Administration of Surveys
Meeting Minutes and Action Items – creating and distributing agenda and minutes, transcribing minutes, occasionally taking minutes, sending out reminders for action items, and follow up
File Organization
Other Administrative Duties as Required
Creation, Implementation, and Continual Updating of Communication Strategy for SMART Network and ST Innovations
Regular Social Media Posting SMART Network and ST Innovations
Organization of Social Media Posts – posting on twitter and updating LinkedIn
Liaise with Faculty Communications Department for Media Events and Opportunities
Website Construction & Maintenance
Lab Promotion - Video, Graphic Design, etc.
Creation of Presentations and Pitches as Required
Creation of Multi-Use Slide Deck to Promote SMART Network and ST Innovations
Attend Events to Promote SMART Network and ST Innovations
Writing/Editing Proposals and Standard Operating Procedures/Forms
Writing/Editing Grant Proposals
Create, Review, Edit, and Format Project Documents (ie: policy, procedures, templates, reference documents, introduction packages, role descriptions, onboarding materials)
Quality Assurance and Quality Control procedures in the lab – Assist Quality Assurance department in maintaining SOPs, ensuring lab users have SOPs and that they are reviewed as per requirements.
Any Other Document Creation/Editing as Required

Bachelor’s Degree; background in social sciences or humanities preferred
Minimum 2 years of administrative experience
Demonstrated excellent communication skills required; presentation and pitching abilities preferred
Excellent Interpersonal and organizational skills
Competent and efficient; ability to multitask, take initiative with tasks, and work effectively both independently and in a team environment
Demonstrated expertise with Microsoft Office applications (Word, Excel, Outlook, PowerPoint, Access), Google Suite, project tracking and team communication programs
Experience and skills in the creation or maintenance of websites preferred
Experience with writing proposals/grants/technical documentation an asset
Excellent spelling, grammar, editing and proofreading skills required
Experience with remote/rural rehabilitation services preferred
Knowledge of the needs and culture of non-urban Alberta an asset
Experience working with/in rural and remote communities an asset
Strong background in diversity and inclusion, emotional intelligence and community engagement required
Experience with social media - twitter/Linked In are the primary ones used with ST Innovations/SMART Network