Full job description
Work where the world comes to create, discover and learn.
We are one of Canada’s top universities and leading research institutions. With more than 8,000 undergraduate and graduate students, two campuses (Lethbridge and Calgary), seven faculties and schools, and more than 2,500 employees, ULethbridge is Lethbridge’s second largest employer. Faculty and staff come together to contribute, each in their own way, to establishing ULethbridge as Canada’s destination university. In 2022, Lethbridge was recognized as one of Canada’s top small cities.
The Administrative Assistant will assist and support the Prentice Institute and its executive in all facets of its operations. They are the first point of contact for public, media, government and researchers with the Institute and are responsible for file management, content management, communications, scheduling, project assistance, and other duties as required. Responsibilities include:
- Drafting and editing various documents, ensuring all communication is clear and effective;
- Organizing and managing Institute files and documents;
- Implementing as necessary, University and Prentice Institute policies and procedures;
- Managing the Institute’s email account and calendars, including screening all incoming materials, referring matters for reply or additional information, and prioritizing for the attention of the appropriate staff member;
- Composing complex correspondence as required in a tactful, professional, and timely manner;
- Scheduling appointments and meetings, determining urgency and importance, with a view to achieving the optimum utilization of the Director’s, and other executive’s available time;
- Keeping relevant staff of the Institute informed on a variety of administrative details;
- Organizing meetings for staff and Institute committees (finding appropriate times for participants, arranging the appropriate venue, and ordering catering if necessary), seeing to the distribution of materials, recording the proceedings in minutes and preparing draft reports as needed;
- Procurement and purchasing of goods and services;
- Planning, organizing, and implementing events for the Institute, such as speaker events, meetings, and conferences;
- Content management of the Prentice Institute website;
- Oversight and alignment of Institute processes with University policies and practices;
- Performing other related duties as required.
- Be able to work in a fast-paced office environment with the ability to multi-task and work under tight deadlines.
- Job tasks are governed generally by broad instructions, objectives, and policies, and may involve changing conditions and priorities. The position requires flexibility, adaptability and the ability to prioritize.
- Be able to work independently under broad direction.
- Ability to exercise a high level of tact and discretion with internal and external stakeholders, and the ability to independently apply a broad knowledge of policies and procedures.
- Ability to work in compliance with Freedom of Information, Protection of Privacy, and Intellectual Property legislation, policies and practices.
- Ability to draft complex correspondence for signature, and write reports in clear concise business English.
- Excellent communication and interpersonal skills, and cultural competency working with people across regions of Canada and internationally.
- Be highly proficient in using the Microsoft suite of products including Outlook, Calendar, Teams, and Office (Word, Excel, and PowerPoint).
- Computer literacy, with the ability to learn and use a variety of programs and tools.
- Exceptional word processing, proof-reading, and editing skills.
- Excellent organizational and time management skills; and use of project management software.
- Experience working within larger institutions or organizations is an asset.