Student Recruitment Assistant

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. 

• 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.

• 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.