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Nursing Office Administrative Assistant, Dean's Office, Faculty of Nursing

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Job ID: 14207

Updated: December 18, 2017

Location: Main Campus

Position Overview

The Dean's Office in the Faculty of Nursing is currently seeking a Full-time Regular Nursing Office Administrative Assistant.

Reporting to the Manager, Administrative Services, the Nursing Office Administrative Assistant provides administrative assistance to a sub-set of faculty members and performs general administration duties to support the teaching and research mandate within the faculty. The incumbent is expected to provide a high level of customer service to faculty, staff, students and the general public. This role provides critical support to faculty members to enable them to fulfill their teaching, research and administrative duties. This position has a high volume workload with several peak periods throughout the year based on teaching and workload volumes of faculty members supported. The Nursing Office Administrative Assistant is responsible for providing administrative assistance to a sub-set of faculty members and performs general administrative duties to support the teaching and research mandate within the faculty. This position is a customer service oriented position and is required to assist faculty, staff, students and the public on a frequent basis.

Position Description

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

Faculty Nursing Office Support:

  • Act as a first point of contact to provide customer service to all staff, faculty, students and visitors
  • Issue faculty and guest parking passes
  • Disseminate mail and drop box items
  • Issue keys, lockers and locks as required

Support Assigned Faculty:

  • Respond to general written and verbal inquiries from faculty, staff, students and visitors in a prompt, efficient, courteous, and professional manner
  • Assist with communications by typing, proofreading, editing and formatting course outlines, examinations, manuscripts, publications, emails, letters, brochures, posters, etc. and prepare and edit presentations and reports
  • Prepare research materials and/or course materials
  • Coordinate exam production
  • Administer Universal Student Ratings of Instruction (USRI's)
  • Coordinate meetings/classes based on established academic schedules.  This includes booking and setting up rooms, booking catering, audiovisual and com media equipment booking
  • Coordinate faculty travel arrangements
  • Enter, process and reconcile expense claims, professional expense reimbursements (PERs), and cash advances into PeopleSoft ensuring submitted expenses are in accordance with established University policies
  • Coach new Research Assistants on PeopleSoft expense entry related to research grants

Administer Faculty Central Room Booking System:

  • Act as the Administrator for the Faculty Calendaring system
  • Administer calendar system access
  • Maintain booking forms and emails
  • Document processes and ensure procedures are followed
  • Act as the main contact for classroom and meeting space bookings

Other Duties:

  • Develop and initiate changes to administrative processes to gain efficiency, both for the Nursing Faculty and for individual projects
  • Provide administrative support for Nursing onboarding process

Qualifications / Requirements:

  • College diploma in Administration or Business preferred
  • Minimum of 5 years of administrative experience supporting multiple individuals is required
  • High level of proficiency in Microsoft Office applications (Word, Excel, and PowerPoint), Adobe Acrobat, email and calendaring packages is essential
  • Advanced interpersonal, and customer service skills are critical
  • Strong organizational skills with excellent attention to detail and the ability to set priorities and parallel task is essential
  • Highly developed verbal and written communication and interpersonal skills are required
  • Strong problem solving and analytical skills with proven ability to adapt quickly to changing priorities in an effective manner is critical
  • Demonstrated ability to work independently and in a team environment, with minimal supervision is required
  • High degree of judgment, discretion, ethics and professionalism is required
  • Demonstrated ability to take initiative is essential
  • Knowledge of the University's culture, policies, and practices is beneficial
  • Previous experience in PeopleSoft or other Enterprise Resource Planning (ERP) program is considered an asset as is experience working in Ad ASTRA scheduling
  • Ability to relationship build to meet the administrative requests of others and develop strong positive working relationships is necessary

Application Deadline:  December 13, 2017

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 II.

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

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 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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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