Student Services Assistant

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position has a term length of 1 year plus 1 day.

Location - This role is hybrid with a mix of remote and in-person work at North Campus, Edmonton.

Founded in 1912, the Faculty of Law is the oldest law school in Western Canada. Members of the University of Alberta, Faculty of Law are recognized nationally and internationally as leading scholars and teachers, and lead by example in their service to the university, legal and civic communities. The Faculty enrolls approximately 525 Juris Doctor students and operates a robust graduate program.

The Faculty of Law is also home to four research groups that contribute research, ideas, innovation, and policy expertise to important areas of public concern: the Wahkohtowin Law Governance Lodge, Health Law Institute, Centre for Constitutional Studies, and Alberta Law Reform Institute.

This position reports to the Law Faculty General Manager. The position is responsible for providing administrative support to Student Services in the Faculty of Law. This incumbent is the first point of contact for general inquiries by students and other visitors to Student Services, in person, over the phone, and via email.

This position provides support for a wide range of administrative tasks. Duties include assisting with student events; liaising with and supporting student groups in Law; managing the parking email account and processing parking requests for staff and visitors; ordering supplies for events and staff in Law; submitting building maintenance requests and work requisitions for minor renovations; posting signage in the Law Centre (class cancellations, directions for event attendees); assisting with the maintenance of electronic student records using Alfresco, Slate, PeopleSoft and performing GPA calculations for prospective students.

Founded in 1912, the Faculty of Law is Western Canada’s oldest law school and a national leader in legal education and scholarship. With approximately 525 JD students and a robust graduate program, it is home to four research groups that provide critical insight and policy expertise: the Wahkohtowin Law Governance Lodge, Health Law Institute, Centre for Constitutional Studies, and Alberta Law Reform Institute.

General Administrative Support

• Greets visitors, students, and responds to inquiries proficiently and confidentially as the first point of contact for the Student Services Office
• Answers the main phone line for the Faculty of Law and responds to inquiries or directs them appropriately. Also responds to email inquiries, which requires learning about Law degree programs and admission requirements, including Law’s Internationally Trained Lawyer Pathway program
• Manages Law Parking email account and processes parking requests for staff and visitors (volume increases during Law moots and events)
• Maintains weekly slideshow for Student Services displayed on television screen, which includes generating content for events, student achievements and other information proficiently and confidentially
• Supports planning and delivery of student services events (including wellness and recruitment events), orders catering, posts notices and signage, and assists with event set-up and tear-down
• Prepares and follows up on building maintenance requests and work requisitions for minor renovations, primarily for the first and second floors of the Law Centre, and distributes notices for work being completed in the Law Centre (maintenance and shutdowns)
• Maintains first-floor photocopiers, including ordering supplies (paper and toner), troubleshooting, and maintenance
• Processes incoming and outgoing mail for Student Services and acts as the point of contact for pickups and drop-offs
• Orders office supplies, business cards, letterhead, name plates, name badges, stamps, and other items for staff (primarily Student Services) and organizes the supply room in Student Services
• Maintains Lost and Found for the Law Centre
• Manages ONECard access to the Law Centre utilizing Timbuktu
• Posts signage for class cancellations, room changes, event changes, building safety and security, and other requirements
• Approves all posters for Law Building; oversees poster regulations and monitors bulletin boards to keep them organized, tidy, and relevant
• Assists with the collection and distribution of student assignments, coursework, and exams

Student Services Support

• Assists with maintaining student electronic records and using Alfesco, Slate, and PeopleSoft
• Assists with Admission