Student Commons Administrator

This competition is open to all applicants however; internal applicants will be given priority consideration based on minimum qualifications, or a combination of experience, skills, and abilities before external applicants are considered.

This position has an end date of May 1, 2027.

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

Reporting to the Student Commons Lead, this part-time (25 hrs/wk) Student Commons Administrator (SC Adm) position with an expected end date of May 17, 2027, is the first point of contact for visitors to the Carruthers Student Commons in the Alberta School of Business and is responsible for creating a welcoming, safe, and overall excellent visitor experience.

The Carruthers Student Commons will be open seven days per week, with the SC Adm regularly working Monday-Friday during the day with occasional evening and weekend shifts as needed. Additionally, this position will act as the primary person for FT staff vacation coverage (up to 40 hours per week) when needed. Other casual student staff typically cover the evening and weekend shifts.

The Carruthers Student Commons is a gathering and workspace for University of Alberta students, with dedicated workspaces for Alberta School of Business clubs. The SC Adm will be responsible for managing space booking and access, ensuring the space is well maintained and safe, carrying out tidying duties throughout the space, identifying issues that should be brought to the Student Commons Lead and/or Business Services Officer, and performing opening/closing procedures. The SC Adm will support visitors with technology as needed and will identify and execute opportunities to support students with information and activities. As a key point of contact for students, the SC Adm will have thorough knowledge and understanding of services available to students, including health and wellness and advising services. The SC Adm will work with other University staff to host engaging events for students in the space.

• Carry out opening and closing procedures including unlocking the front door.
• Manages the space booking system and trains users how to book space.
• Diffuses visitor-facing situations and identifies when to call for assistance.
• Tidies Student Commons space, including café area.
• Maintains café area including coffee machines, sink, refrigerator, etc.
• Responsible for having a good understanding of technology operations.
• Carries out technological troubleshooting and reports issues, and ensures they are resolved.
• Signs out and in technology supplies and other items taking regular inventory of such items and following up on items that were not returned.
• Responsible for upholding the space code of conduct, intervening when possible, or identifying when further assistance is needed.
• Assist space tenants with accessing and using space.
• Is a point person for students to go to find out information about student services on campus, including health and wellness supports and student advising.
• Educates students on how to book appointments for onsite academic and career advisors and promotes these types of services.
• Identifies opportunities for enhancing students' experience in the student commons and with the Alberta School of Business and works with staff to carry out ideas.
• Works with staff to accommodate and coordinate activities for students and makes connections with contracted services as required to ensure success in activities.
• Assists with the coordination of Alberta School of Business events being hosted in the Carruthers Student Commons.
• Acts as backup for General Office operations as required, ensuring consistent operations of the General office. Provides for full-time backup as required due to vacation, staff emergencies, illness, etc.Knowledge of who to call for what service (trades, building services, AICT, Help Desk, Tech group and classroom technologies) following different processes depending on the urgency of circumstances.
• Ensures proper communication to all involved in every situation.
• Business Boutique purchases and recording of goods sold.
• Organizes and maintains the General Office supplies and basement storage rooms
• Tracks key and equipment usage via sign-out sheets and ensures items are returned.
• Accompanies individuals to the basement storage room
• Stamps and approves postings for the School’s bulletin boards in accordance to Facilities and Operations policy and procedures.
• Documents all usage of the first aid kit and monitors its usage.
• Prepares packages and resources as requested for distribution to stakeholders
• Performs opening/ closing procedures at the General Office (disarming/setting alarms, appropriate storage of master key, secure drawers, and office supplies storage rooms)
• Manages key distributions - allocation, retrieval, inventory and documenting the removal and return of all keys. Informs the building manager when additional keys are required.
• Central point of collection, storage, and distribution of checks for departments and business student organizations
• Familiar with UAPS and knowledgeable on diffusing situations and identifying when to call for assistance.
• Monitors safes with a secured area for our student clubs who require regular use of a safe to store their valuables and financials.
• Provides initial photocopier, AV equipment and laptop maintenance - troubleshoot problems, communicate solutions, send out for servicing when necessary utilizing the assistance of IST. Communicates to the Business Services Officer when equipment needs replacing.

• At least 2 years of post-secondary education is required. Post-secondary education in a related field is preferred (i.e. Events, Office Administration, Business, Education or Library and Information Studies or equivalent.
• 1-2 years of experience working in an office setting, preferably in a post-secondary environment.
• Demonstrates a high level of customer service skills.
• Excellent communication (written/oral), organizational, and interpersonal skills.
• Efficient/strong computer skills with an ability to learn software programs quickly.
• Proficiency with Microsoft Office and Google Suite.
• Ability to work in a busy area with frequent interruptions.
• Highly motivated, ability to work independently; proactive self-starter.
• Demonstrated ability to problem solve, assess a situation, mitigate risk, apply judgment and adapt & respond accordingly.
• Willingness to learn and develop new skills as needed to support the organization and the role.
• Demonstrates presence, self-confidence, sound judgment, and strong problem-solving ability.
• Approaches challenging circumstances and relationships with confidence and initiative.
• Knowledge of and sensitivity to health and wellness topics.
• Mental health first aid training is an asset (it will be provided if the incumbent does not already have it).
• Knowledge of event systems technology (panel systems for zones, AV inputs and outputs (signal flow), and simple sound set-ups and basic sound troubleshooting (Microphones, speakers, etc.).
• Effective time management and follow-up skills required.

Application Instructions

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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).