Administrative and Advising Assistant

University of Alberta•Edmonton, AB

3d•Onsite

About The Position

Reporting directly to the ATEP Director, the Administrative and Advising Assistant (AAA) serves as the first point of contact for the ATEP office for applicants, students, and the public. The AAA is responsible for a wide range of administrative and preliminary advising duties, including routine office tasks as well as personalized support for prospective and current students. A key component of this role is the ability to relay accurate information regarding university policies and procedures to students, staff, and community members. In addition to these core responsibilities, the AAA provides administrative support to the ATEP Program. The incumbent has access to staff calendars to assist in booking appointments and meeting rooms, and is responsible for the security of the office by monitoring incoming visitors. In addition to office duties, the AAA provides assistance in planning ATEP-hosted events throughout the year, including faculty and student orientations, tea and bannock days, potlucks, graduation receptions, professional development days for students and other special events. Other administrative duties include updating databases and file inventory and assisting with the ATEP website, promotional materials, and social media. This position is responsible for providing accurate, timely, and proactive service for the healthy functioning of the unit. The position is exposed to a wide variety of situations and must rely on experience and good judgment to accomplish daily tasks. The AAA also plays a role in welcoming prospective students and serves as the first point of contact for applicants. The position carries out preliminary advising duties as well as the administrative support of the application process. The position provides tailored assistance to prospective students and helps them navigate the application process, interpret requirements, and problem-solve. The AAA assesses student applications based on policy and procedure and advises students accordingly. This can be a time-consuming process and requires the incumbent to have a strong understanding of the unique cultural needs of our student population.

Requirements

Experience and good judgment to accomplish daily tasks.
Strong understanding of the unique cultural needs of the student population.

Responsibilities

Serve as the first point of contact for the ATEP office for applicants, students, and the public.
Perform a wide range of administrative and preliminary advising duties.
Handle routine office tasks and provide personalized support for prospective and current students.
Relay accurate information regarding university policies and procedures.
Provide administrative support to the ATEP Program.
Assist in booking appointments and meeting rooms using staff calendars.
Monitor incoming visitors to ensure office security.
Assist in planning ATEP-hosted events (e.g., orientations, potlucks, receptions, professional development days).
Update databases and file inventory.
Assist with the ATEP website, promotional materials, and social media.
Provide accurate, timely, and proactive service for the unit's functioning.
Welcome prospective students and serve as the first point of contact for applicants.
Carry out preliminary advising duties and administrative support for the application process.
Provide tailored assistance to prospective students, helping them navigate the application process, interpret requirements, and problem-solve.
Assess student applications based on policy and procedure and advise students accordingly.
Understand and address the unique cultural needs of the student population.