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Administrative Assistant, Office of Institutional Analysis, Planning & Resource Allocation

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Job ID: 14424

Updated: January 12, 2018

Location: Main Campus

Position Overview

The Office of Institutional Analysis within Planning & Resource Allocation is currently seeking a Full-time Temporary Administrative Assistant for approximately 4 months.

Reporting directly to the Director, Institutional Analysis, the Administrative Assistant is the primary administrative support for the Office of Institutional Analysis, and a key support person for the various services offered by the office. The administrative Assistant works to ensure the effective running of the office and coordinates information sharing across relevant departments and faculties, in order to provide outstanding service to its clients. The ability to deal effectively with Senior Leadership and co-workers is an important component of this position. A high degree of flexibility, the ability to anticipate and adapt quickly to changing priorities in an effective manner, and the ability to work in an environment of continuous change are important components of this job.


Position Description

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

  • Coordinate the administrative support functions related to the Office of Institutional Analysis
  • Provide assistance to the Vice-Provost, Planning and Resource Allocation, as required
  • Support program and event logistics by booking facilities, arranges catering, drafts/packages agendas and background documents, take minutes upon request, and follow up on action items from meetings in a timely manner
  • Act as a primary liaison with the Property Management Company for building related concerns, completing online service requests, and attending tenant/building quarterly meetings
  • Continuously monitor the administrative processes for the team, and where required, take the initiative to streamline and re-engineer the processes to increase efficiency and effectiveness. Seek input and direction from the Director on significant process changes that impact others
  • Provide information and re-direct public inquiries to appropriate staff
  • Assist with the preparation, formatting and editing of project documents, presentations and reports (Excel, Work, or PowerPoint)
  • Mail dispersion to staff, mail sorting, courier pick-ups, and deliveries
  • Administration of keys
  • Maintain photocopier, fax, and printers with supplies in admin area. Order supplies, equipment, and software
  • Responsible for storage, shredding, and disposal of materials according to University regulation and FOIP
  • Assist the Director with special projects and events
  • In coordination with Director and other team members, assists with orientation of new staff
  • Validate transactions in PeopleSoft, PCard and T&E Card reconciliation
  • Create and maintain department files for accounts payable, purchases and service contracts to be accessible, efficient, and current
  • Maintain electronic files for specific services contracts

Qualifications / Requirements:

  • Minimum three years of experience working in an administrative assistant capacity
  • Expertise in university systems such as PeopleSoft, Outlook, and the Microsoft Suite (Excel, Word, PowerPoint)
  • Organized, efficient, reliable and experienced in office procedures
  • Capable of dealing with staff, faculty, students, other campus staff and suppliers in a professional pleasant manner
  • Strong organizational skills with excellent attention to detail and the ability to set priorities and multi-task is essential
  • Highly developed verbal and written communication and interpersonal skills
  • 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
  • High degree of judgment, discretion, ethics, and professionalism is required
  • Demonstrated ability to take initiative
  • Knowledge of the University of Calgary's culture, policies, and practices is an asset
  • Experience in PeopleSoft is considered an asset

Application Deadline: December 8, 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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