The University of Calgary Looking for Administrative Assistant, Art/SCPA Pod, Faculty of Arts at Calgary, AB Full Time

Position Overview

The Faculty of Arts is currently seeking a Full-time Regular Administrative Assistant.

The Faculty of Arts is home to highly motivated educators, researchers and students who have the critical and technical skills, as well as the creative knowledge and spirit, to make sense of our rapidly changing and increasingly globalized world. As the largest teaching faculty and the site of exceptional scholarly and creative activity, the Faculty of Arts is central to the Eyes High goals of sharpening our focus on research and scholarship, enriching the quality and breadth of learning, and integrating with the community. The Faculty is excited about promoting a distinctive student experience and a commitment to citizenship, diversity and inclusion helps build a healthy and respectful campus culture for all. We are extremely confident in the excellence of our various programs, institutes and centres, and take great pride in the accomplishments of our students, faculty, staff and alumni.

Reporting to the Manager, Department Operations, this role provides key administrative support for the School of Creative and Performing Art and the Department of Art & Art History. This position works closely with the Manager, Department Operations, Department Head and School Director, and other academic/technical leadership positions within the pod. This position also works closely with the pod administrative and technical staff team. This position has an impact on the operational day to day functioning of the operational pod by ensuring that tasks are carried out in a timely, accurate, and collegial manner. There is a variable workload with peak work periods that coincides with the academic cycle and strategic initiatives that are undertaken within the operational pod.

Normal work hours are 8:30 a.m. to 4:30 p.m., Monday to Friday. Flexibility in work hours, and occasional overtime, may be required from time to time in order to effectively manage workload and responsibilities.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

OPERATIONAL POD ADMINISTRATION

• General office administration.
• Space allocation & room bookings coordination, and SCPA student rehearsal room bookings.
• SCPA Music one on one lesson room allocation and bookings.
• Distributing and retrieving keys and access cards and providing access codes, and for maintaining accurate and current records related to key distribution and/or electronic access.
• Regular (weekly, bi-weekly) updates to SCPA student bookable room access keypads, and maintenance and distribution of new access codes. Facilities administration, including Archibus requests, furnishing and equipment requests, and point of contact for Contractors
• Mail and courier distribution.
• Technology administration, including phones, copiers, etc.
• Communication platforms maintenance, including website, Sharepoint and bulletin boards.
• Coordination and oversight of records retention/shredding activities and record keeping, ensuring currency of knowledge of University records retention rules.
• Office and instructional supplies ordering and inventory maintenance.
• In consultation with the Department Heads and/or Manager, responsible for timely and accurate drafting and distribution of department/School meeting agendas, minutes, and collection of related reports and/or informational items.

VENUE ADMINISTRATION

• Administrative support for SCPA-wide Archibus requests, requesting quotes and RFP’s from external contractors, follow up and tracking requests.
• Administrative support for the tracking of the inventory list for potential and planned equipment purchases, maintenance and renovation projects for Art and SCPA-wide activities.
• Liaise with suppliers and couriers in the delivery of performance equipment at theatre loading docks as necessary.
• Coordination of tours of Art and SCPA spaces for external contractors and other visitors.
• Annual review and replenishment of first aid kits in all classrooms, labs, studios, theatres, and practice suites, supplies ordering, and replenishment as necessary.
• Visitor sign-in and orientation for all visitors to Art and SCPA spaces (includes contractors, guest artists, masterclasses leaders, etc.).

SCHOOL ADMINISTRATION

• Central point of communication for student production opportunities, such as Spring productions and student technical assistance program.
• Central distribution point for Drama production scripts, for each course and production audition.
• Central point of contact for SCPA Music instrument inventory and external contractors who perform maintenance.

COURSE AND STUDENT ADMINISTRATION

• USRI and Faculty Surveys administration, including course validation.
• Course outline administration, including tracking approvals and posting outlines to website.

EVENT SUPPORT

• Administration of program-specific events, as part of department activities including, but not limited to, catering, posters, room bookings.
• Arranges catering and RSVPs for 4 Dance and 3 Drama season production opening nights, Music concerts and other SCPA productions as required.

WEBSITE/SHAREPOINT

• Maintain and update department websites, including adding unit new items and creating basis marketing collateral for web pages.
• Proofread web content, and ensure web content is current and accessible, and follows best practices for web presence and follows UofC brand standards and institutional style guide.
• Regularly review website content to ensure content is accurate and current.
• Independently make decisions concerning escalation of web content change requests to the Digital Specialist for evaluation of strategic approach.
• Maintain unit directory pages.
• Assist faculty members in updating their online personal profiles.
• Proactively seek input from the Digital Specialist in the Office of the Dean on strategic structural changes to the website and to ensure the website fits within the digital strategy for the UofC.
• Maintenance of SharePoint site for the departments/pod, ensuring currency of information on an ongoing basis.
• Post board maintenance.

Qualifications / Requirements:

• Undergraduate degree, or equivalent combination of education and experience may be considered.
• Familiarity with programs served by the Pod.
• Minimum of three (3) years of administrative support experience in a post-secondary environment.
• Proven expertise with Drupal 8.
• Demonstrated proficiency with SharePoint.
• Proven ability to perform web updates independently.
• Proven ability to administer SharePoint sites including access provisioning, application creation, and site maintenance.
• Strong proficiency in desktop applications such as Word, Excel, PowerPoint, Outlook.
• Ability to learn new processes and procedures quickly, and respond to inquiries in an efficient and appropriate manner.
• Strong interpersonal skills.
• Excellent written and oral communication skills required to deal with a diverse population, including faculty, staff, students, and visitors.
• Proven reliability and punctuality.
• Proven ability and desire to continually learn and upgrade technical knowledge.
• Demonstrated ability to establish and maintain productive, professional working relationships with students, staff, and faculty.
• Professional demeanor and presentation.
• Excellent organizational skills and time management combined with the ability to handle stressful situations and frequent interruptions.
• A positive attitude with the ability to embrace change with a flexible attitude.
• Demonstrated initiative and ability to work both independently, and as part of a team, within a large, complex, dynamic organization.
• Demonstrated good judgement and high attention to detail.
• Demonstrated professionalism, tact and maturity in handling confidential information ethically and with discretion.

Application Deadline: December 20, 2022

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Faculty of Arts, visit Careers in the Faculty of Arts.

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.