The University of Calgary Looking for Administrative Assistant, Faculty of Graduate Studies at Calgary, AB Full Time

Position Overview

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

This position has day-to-day accountability to and guidance from the Senior Director, Strategic Operations, while reporting to the Executive Assistant to the Dean. The primary purpose of this position is the provision of administrative support for the Senior Director and Associate Deans, and for the general operations of the Faculty of Graduate Studies (FGS). The Administrative Assistant coordinates the graduate student appeal process for the Faculty. The incumbent also provides administrative and operational support for a variety of projects which may include special event planning and execution, as well as communications, including upkeep of mailman lists.

This position serves as the onboarding coordinator for FGS and is responsible to ensure the office functions effectively and operational needs are met, including ordering and organizing supplies and equipment, coordinating services with Informational Technology, managing meeting room calendars, agendas, documents, meeting notes and email communications as needed, reconciling FGS expenses, and scheduling of kitchen clean-up.

This position is located on Main Campus and works 35 hours a week, Monday to Friday, but on occasion, there may be the need to work outside of regular hours. Travel between UCalgary campuses may sometimes be required.

Position Description

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

• Consult regularly with the Senior Director and Executive Assistant to set priorities.
• Provide administrative and operational support for the Senior Director and Associate Deans, including scheduling meetings and managing calendars.
• Coordinating/supporting FGS meetings including room and refreshment booking, audio visual set up, agenda, slide and document preparation, note-taking.
• Act as the onboarding coordinator for incoming staff and Associate Deans as required. Coordinate door access, IT set up, Peoplesoft access, scheduling of initial meetings and training sessions, and other items as requested.
• Assist with appropriate set-up and moves of office space and IT equipment. Coordinate requests for IT support as required.
• Manage expense claims and account reconciliations.
• Input template-based hires, process documentation, and ensure appropriate coding is applied.
• Support the planning and execution of events including internal team building events. Liaise effectively with colleagues, and with internal and external vendors to coordinate venues, refreshments, audio-visual set up, invitation and management of VIP guests, collection of RSVPs, event program creation, and communications.
• Provide support for units booking the FGS examinations room, coordinating support for video- or tele-conferencing.
• Provide assistance as needed to the Student Services team, under the direction of the Senior Director.
• Provide assistance as needed to other FGS teams, under the direction of their Managers.
• Coordinate the creation and sending of weekly e-newsletters to students and staff.
• Manage office visitors and telephone inquiries professionally, providing clear communication and direction.
• Manage the student appeal process for the Faculty.
• Participate on various committees, i.e. Safety Committee, Social Committee, etc.
• Provide back-up and support to the Executive Assistant to the Dean as needed.
• Maintain inventory of supplies and equipment, place orders as necessary.
• Support the maintenance of a clean, tidy, and welcoming office space. Coordinate requests for facilities and maintenance support as required.
• Maintain and communicate schedule for kitchen clean-up.

Qualifications / Requirements:

• Post-secondary education (Bachelor’s degree preferred), preferably in business/office administration or communications.
• A minimum of 3 years of progressive administrative work experience in a complex business or university environment.
• Knowledge of policies and procedures related to graduate education and appeals is an asset.
• Strong inter-personal communication skills, displaying a pleasant and helpful attitude, providing a positive first impression to visitors.
• Well-organized, flexible, proficient and detail oriented.
• Demonstrated initiative, and ability to recommend and implement changes to procedures.
• Proven team player who will provide cooperation and support to the general staff, within the parameters of the profile, while maintaining high regard for confidential matters.
• Solid knowledge of the Microsoft Office suite of products is required, including intermediate to advanced skills in Outlook, Word, Excel, and Microsoft Teams.
• Demonstrated technical skills with a variety of software and a high aptitude and eagerness to gain expertise with the software used by the Faculty of Graduate Studies. Peoplesoft experience together with skill in web content management, D2L (Learning Management System), SharePoint, Marketo and the Adobe Creative suite are highly desirable.
• Experience with tracking, reconciling and submitting expenses.
• Experience with creating requisitions and payment orders as well as handling payments for honoraria and contracts.
• Experience planning and executing both in-person and virtual events.
• Experience with onboarding new employees in the University environment is an asset.

Application Deadline: January 1, 2023

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.

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 ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

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