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Senior Administrative Assistant, Dean's Office, Faculty of Science

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Job ID: 14441

Updated: January 29, 2018

Location: Main Campus

Position Overview

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

This position reports to the Director, Technical Operations & Planning, and will provide an advanced level of administrative support to the Associate Dean (Diversity, Equity and Inclusion) and the Associate Dean (Innovation and Strategic Partnership). 

Position Description

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

  • Effectively manage and provide administrative support to the Associate Dean's, ensuring that the day- to-day and planned activities within each of the portfolios are completed in a timely, accurate and professional manner
  • Organize documentation and background information to prepare the Associate Dean's for focus groups, workshops and other meetings related to the Associate Dean's portfolios (Diversity, Equity and Inclusion and innovation and Strategic Partnership). This is to include organizing agenda's, distributing and taking minutes
  • Undertake continuous development and streamlining of administrative processes and procedures to assist the Associate Dean's with day-to-day and complex tasks
  • Complete correspondence and generate reports and statistics related to support, with data collection and analysis, of the programs, workshops, and seminars implemented by the Associate Dean's
  • Prepare and maintain a bibliography of diversity, equity and inclusion research articles
  • Maintain and update the Faculty of Science, Diversity and Equity website
  • Assist with correspondence, which includes creating presentations, posters, emails, briefing notes for meetings, brochures, etc.
  • Organize files on LAN and physical files as needed for Associate Dean's and other elements of portfolio; maintain files according to FOIP and document retention rules; set up appropriate ongoing data collection for Associate Dean's portfolios and other aspects of the Dean's office as required
  • Manage the calendar and schedule of the Associate Dean's to resolve conflicts well in advance and ensure that regular ongoing meetings with team members and external contacts take place
  • Prepare the monthly Pcard and travel and expense card reconciliation for the Associate Dean's, track and report on expenses using Excel spreadsheets (volume of transactions to be reconciled can be high given frequency of events and travel that occurs), and provide reports to the respective leaders to ensure budgets are managed effectively
  • Process and follow up on all accounts payable and accounts receivable transactions related to the portfolios in PeopleSoft to ensure payments are processed in a timely fashion
  • Support projects for AD Innovation and Strategic Partnership portfolio activities

Qualifications / Requirements:

  • Completion of at least a level of education equal to a business administration certificate or diploma, or an equivalent combination of education and experience
  • Five to seven years administrative experience
  • Advanced knowledge and proficiency in Microsoft Office applications. Previous experience with PeopleSoft is considered an asset
  • Experience with web content management systems will be considered an asset
  • Knowledge of University culture, operating procedures and systems
  • Experience working, supporting and advising undergraduate students is considered an asset
  • This position requires a demonstrated ability to take initiative, set own priorities, has latitude to exercise decision-making and works with minimal supervision
  • The person must demonstrate an ability to lead and direct others, as well as be a role model and mentor
  • The ability to work effectively in a large, complex, and dynamic organization; respect for confidentiality and a strong sense of professional ethics is required
  • Exceptional interpersonal and communication skills, excellent organizational skills and the ability to work both independently and as part of a team. This position requires the demonstrated ability to take initiative
  • A demonstrated ability to interact professionally with a wide range of internal and external contacts
  • The ability to focus, prioritize and multi-task is essential
  • Exceptional diplomacy and tact are required
  • The ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required
  • Adaptability (ability to adapt and respond to changes positively and to be able to help others adapt to changes)
  • Collaboration: ability to work with a diverse group of people within and outside the Faculty of Science
  • Ability to relationship build to meet the needs of others and develop strong positive working relationships

Application Deadline: January 5, 2018

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/Administratie Job Family, Phase III.

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 Science visit Careers in the Faculty of Science.

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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