Location -This role is hybrid, with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.
Working for the Office of the Registrar
Student Recruitment in the Office of the Registrar includes 6 specialized student recruitment teams who are dedicated to future student recruitment at both the undergraduate and graduate level. These teams support the incoming student enrolment objectives of the University of Alberta and primarily focus on domestic recruitment.
Position
Reporting to the Student Recruitment Director, this position provides specialized administrative support to all teams within Student Recruitment in the Office of the Registrar. This key position specifically coordinates mail-outs and shipping for all teams within Student Recruitment, supports special event preparation tasks, provides meeting support, data reporting and data maintenance in Slate, future student communication setup, inventory tracking, and supports the unit’s collection and evaluation of data, including the creation of monthly data reports for leadership roles within Student Recruitment. This is a fast-paced opportunity for someone who would love to be a part of a dynamic area of the university that provides exceptional future student experiences at the University of Alberta.
Responsibilities
- Provides administrative support for all regular meetings and committees, such as listserv management, agenda creation, room bookings, minute-taking, and ordering catering. Anticipates and prepares supporting materials. Distributes meeting minutes. Initiates and utilizes virtual platforms based on the needs of the meeting and facilitators, and communicates logistics accordingly.
- Manages the shipments and postage requirements of all areas within Student Recruitment, which includes printing collateral, creating and assembling packages, and sourcing supplies such as envelopes. Liaises with mail providers and SMS, and seeks quotes for assembly companies when required.
- Supports the management and reporting of Prospective Student Leads; observes and troubleshoots issues within Slate related to prospective student data, event management, prospective student communications, uploading data from external sources, and providing queries and data to support strategic planning and
reporting within Student Recruitment. - Provide logistical support for various on-campus initiatives and events, including sourcing hospitality-related items and supporting administrative duties and other logistical details.
- Day-of assistance for special events (set-up & clean-up, registration support, etc.).
- Creates and maintains spreadsheets and/or databases, specifically utilizing Slate for data management and queries. Prepares standard and ad hoc reports for the area. Designs and develops customized
reports for specific needs. - Assists with and compiles Student Recruitment reporting and evaluation summaries in all areas; data entry, organization, and monitoring appropriate data collection for evaluation.
- Maintains inventory of office equipment and supplies; monitors publication quantities and proactively restocks when materials are low.
- Initiates purchase requisitions, purchase orders and invoices through SupplyNet. Initiates vendor payments.
- Assists with organizing onboarding for new staff (ordering name tags, business cards, adding to appropriate calendars, Google Drive access, etc.).
- Assigns and monitors equipment for staff, such as iPads, banners, tablecloths, etc., including regularly monitoring inventory and initiating the order of replacing damaged or lost equipment with budget-owner approval.
- Organizes storage space for recruitment materials, monitoring volume, space requirements, taking inventory of swag items, etc.
- Sets up email communications within Slate, which includes liaising with staff to determine copy, ensuring appropriate links and queries are set up accordingly.
- Meticulously maintains training documents relevant to the area.
Qualifications
- High School Diploma.
- A Business Administration Diploma is considered an asset.
- High attention to detail and analytical skills, as well as high proficiency in organization and related skills.
- High organization skills required; ability to thrive in a fast-paced work environment serving multiple teams.
- High level of customer service is required; experience in student services or student recruitment fields would be an asset.
- Ability to adapt to continuous procedural changes while maintaining consistency in a multi-tasking environment is required.
- Excellent computer skills including proficiency in use of Google Suite, Microsoft Office, database, spreadsheet and word processing software.
- Experience in student administration systems in a post-secondary environment, such as Slate, would be an asset.
- Ability to learn and thrive using systems is required as part of daily work.
- Minimum one year of prior office administration experience is preferred.
- Knowledge of Slate would be an asset.
Application Instructions
Click "Apply Now" to submit your resume and cover letter.
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, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.
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.
The
Office of the Registrar (RO) plays a key role in every aspect of the student experience, from recruitment to graduation and beyond. The RO also supports the broader campus community, including faculties, departments, and other units.
