Office Administrator

ACIFA - Edmonton, AB

Job Title: Office Administrator

Location: Edmonton, AB

Industry: Post-Secondary Education

Job Type: Part-time (2.5 days a week)

Position Summary:

This position provides administrative support to the President, Executive Council, Presidents’ Council, Professional Affairs and Negotiations Advisory Committees. It will also provides research support to the Communications and Liaison Officer and serve as communication link between members of the associations.

Position Duties and Responsibilities:

Meetings: Executive and Presidents’ Council, NAC and PAC

  • mandatory attendance at all meetings

  • send out memorandum for President’s Council, PAC and NAC meeting and reminders

  • send out Round Table Reports and reminders

  • create agenda with President/ PAC/NAC Chairs

  • gather and assemble agenda items

  • compile Round Table Reports and send electronic packages

  • record and format minutes

 

Hotels:

  •  contracts with hotels for meeting space and guestrooms

  • emails Presidents council members, NAC and PAC members well before meetings to find out room requirements

  • set up room list and manage changes

 

Bookkeeping and Financial Support

  • upkeep of SAGE Simply Accounting system: posting of all payables, receivables, VISA, payroll recording, account reconciliations

  • deposit checks

  • Invoicing for LRO recovered expenses

  • Invoicing of member dues

  • Assist in the preparation for annual audit

 

Climate Survey

  • request and collect  individual association questions

  • creation of surveys for each member association

  • launch and follow-up for survey responses

  • compile results for each member association

 

ACIFA Awards

  • electronic distribution of award applications to faculty associations

  • send reminder of award deadlines

  • finalize selection committee results and inform recipients

  • make arrangements for award recipients to attend ACIFA conference and receive awards

 

CAUT

  • register and book accommodation for executive members attending CAUT events

 

ACIFA Conference

  • mandatory attendance at conference

  • responsible for the registration desk throughout the duration of conference

  • send out of Call for presenter Submissions and reminder

  • set up of electronic registration page

  • maintain conference  registrations

  • set up of ACIFA master rooming list and maintain changes

  • correspond with Hosting Committee Chair

  • create and compile AGM and Committee agenda packages

  • create materials for Silent Auction

  • management of all conference contracts

  • correspond with attendees

 

General Administrative Duties

  • office maintenance, track and replenish office supplies

  • continual updating of contact lists

  • Handle daily phone and email correspondence

 

Corporate communication

 

  • update association website when required

  • aid with association newsletter

  • Maintain a social media presence

 

Research support

  • Supports the Communications and Liaison Officer with data collection and information gathering as required

Please email with your cover letter and resume (with 2 work references) attached as PDF documents and include “Office Administrator” in the subject line. In your cover letter, please indicate salary expectations and availability to begin work. We thank all candidates for their interest; however, only those identified for further consideration will be contacted. No phone calls please. All emails to admin@acifa.ca

admin@acifa.ca

(780) 423-4440

ACIFA

317, 11010 142 ST NW

Edmonton, AB T5N 2R1

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