Administrative Assistant, Academic Support Offices, Werklund School of Education

Job title: Administrative Assistant, Academic Support Offices, Werklund School of Education

Job description: Position Overview

The Werklund School of Education is currently seeking a Full-time Regular Administrative Assistant, Academic Support Offices.

This position provides administrative support for the Office of Internationalization, Office of Research, Office of Teaching and Learning, the Equity, Diversity and Inclusion portfolio and the Indigenous Education portfolio.

The Administrative Assistant will report to the Director Strategic Education Initiatives and work under the direction of the Associate Deans and Directors in the Academic Support Offices.

As the first point of contact for the Academic Support Offices, the position requires the ability to use discretion, maintain professionalism and composure under pressure, demonstrate adaptability and flexibility and provide efficient, quality service often requiring multi-tasking simultaneous priorities. The incumbent is responsible for administrative duties, maintaining office equipment, storage and work rooms, ordering supplies, updating inventories and organizing and promoting events. The incumbent will refer all new or unusual situations or problems to the pertinent Associate Dean or Director in a timely manner and works within well-defined guidelines and procedures. This position requires a level of tact and diplomacy in dealing with sensitive and confidential materials and is able to exercise some initiative and judgement in prioritizing work to meet requirements. The incumbent will also be required to initiate expense reports for academic members associated with the aforementioned units.

The ability to work in a team environment with an open and consultative communication style is essential. Demonstrated ability to work in an environment that is complex, changing and at times stressful. The ability to think and write clearly and to communicate with stakeholders at all levels of the institution is essential. Strong organizational, prioritizing and multitasking skills as well as enthusiasm, initiative and very strong interpersonal skills are critical.

Some evening work may be required and/or compensation time earned during peak periods of the year.

Position Description

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

• Administrative duties including compiling data and working with other members of the Academic Support Offices to prepare draft letters, meeting briefs, forms, reports and other related documents using various software programs e.g. Microsoft Office, Outlook, D2L, SharePoint, Qualtrics, Marketo
• Clerical duties such as scanning, photocopying, filing, preparing digital documents, maintaining office equipment, and ensuring adequate inventory of supplies
• Under the direction of the Associate Deans and Directors processes office expenses in a timely and accurate manner. Ensures receipts and documentation are appropriate and complete, and that claims are compliant with current policies – Maintain and update the websites for the Academic Support Offices
• Co-ordinates calendars, books meetings and meeting rooms, and is responsible for event planning, room preparation, catering arrangements, and coordination of required technology
• Provides units with administrative and clerical support and guidance in a courteous and positive manner
• Maintains own work area and organizes own time successfully in order to complete work within specified deadlines
• Plans events with Associate Deans and Directors and organizes events hosted by the units
• Responsible for monitoring, maintaining and ordering of all supplies for the office (equipment and general office)
• General administrative duties including liaising with other University of Calgary units for work requests and information

Qualifications / Requirements:

• Post-secondary degree or a minimum of 3 years related experience within a post-secondary institution preferred. Alternate combination of relevant education and experience may be considered
• Ability to effectively navigate a large organization and manage relationships with a diverse range of stakeholders, including students, faculty, internal and external delivery partners
• Strong planning and organizational skills, as well as effective problem solving ability required
• Demonstrated ability to operate effectively within a dynamic, customer facing, team environment is required
• The ability to work in a team environment with an open and consultative communication style is required
• Ability to handle ambiguity and resolve emerging issues with initiative and a collaborative mindset is essential
• Strong attention to detail is required
• Positive and professional demeanor is essential
• Solid knowledge in various software applications (e.g., Windows environment, Internet Explorer, MS Office Professional (Word, Excel, PowerPoint, Outlook), Drupal, D2L, SharePoint, Zoom, Teams)
• Ability to acquire an understanding and proficient use of the University business and communication systems (PeopleSoft, e-Procurement, maintenance requests, Marketo, Electronic Bulletin Board)
• Knowledge of the University of Calgary environment and procedures
• An additional language or international experience is an asset
• Excellent oral and written communication skills are essential

Application Deadline: September 02, 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 . For more information visit .

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 .

The University of Calgary has launched an institution-wide in line with the foundational goals of , 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 ( ) and requests for accommodations can be sent to Human Resources ( ).

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

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