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CERC Administrative Assistant, VP Research

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Job ID: 13597

Updated: August 22, 2017

Location: Main Campus

Position Overview

The Office of the Vice President, Research invites applications for a CERC Administrative Assistant. This Full-time Fixed Term position is for approximately 4 years (based on length of grant funding), with the possibility of extension.

In 2014, the University of Calgary was awarded the Canada Excellence Research Chair (CERC) in Materials Engineering for Unconventional Oil Reservoirs, a multi-million dollar initiative to develop the next era of unconventional oil technologies. CERC is federal program to build capacity by attracting and retaining global talent to Canadian universities, providing the support in delivering top research programs, and enhancing knowledge translation and commercialization. At the University of Calgary, CERC program continues to be a presidential initiative.

The Canada Excellence Research Chair (CERC) Office within the VP Research invites applications for an Administrative Assistant. This full-time position is an administrative role providing dedicated support in the CERC program. The Administrative Assistant interacts with a diverse population of faculty, staff, government, students, trainees, industry and general public. This full-time position normally works Monday to Friday, 35 hours per week, 8:30 am - 4:30 pm with occasional variances in start and end time, depending on project or meeting requirements.  This position reports to the Manager of the Canada Excellence Research Chair in Materials Engineering for Unconventional Oil Reservoirs.

The Administrative Assistant provides administrative support to the CERC Team. The candidate must be able to work independently with minimal supervision as well as work collaboratively with the diverse team members of the CERC program, Office of the Vice-President (Research), the Canada First Excellence Research Fund (CFREF) administration team, the Department of Chemical and Petroleum Engineering, the Dean’s Office Schulich School of Engineering and other administrative offices.  The candidate must exercise considerable discretion, solid judgment and independent thought with respect to management of information.

High volume and variety of work demands, much of which are driven by internally and externally imposed deadlines and requirements, can be expected.  The nature of the work often includes multiple simultaneous deadlines with in some cases fast turn-around times. Moderate to high stress and pressure throughout the year, particularly during peak periods, may be encountered. Clear knowledge of university-wide policies and practices and the complexities of the University’s organizational structure would be a strong asset.

Position Description

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

Administrative Support to CERC Program:

  • Work independently on specific projects and assignments; identify and respond to priorities of the CERC office; ensure the CERC’s project objectives are met within set deadlines
  • Professionally handle large volume of emails including meeting requests (via telephone, e-mail and in-person) with great sensitivity and tact despite continuous interruptions
  • Assist with all aspects of scheduling and organizing meetings, workshops, seminars, delegations / tours, and special events including logistical coordination of large visiting groups from other institutions and organizations
  • Process expense entries, travel claims, requisitions and P-card reconciliations accurately
  • Work strategically with others in the CERC office to coordinate and plan schedules to ensure successful alignment with the CERC’s priorities
  • Work with CERC Manager to ensure the reporting requirements are met: progress reports, forms, legal agreements, correspondence completed and submitted on time
  • Prepare and develop status reports, correspondence and other documentation with accuracy and thoroughness; provide timely and accurate information and updates; communicate progression to CERC Manager and administrative team
  • Responsible for tasks assigned under various special projects and initiatives, and work closely with CERC Manager as these short-term initiatives arise
  • Develop and maintain positive working relationships with University contacts and external stakeholders

Office Administration:

  • Maintain databases, email distribution lists and other CERC files, adhering to university policy in the storage and retention of information
  • Provide back-up administrative support as required during colleague’s absences and vacations
  • Demonstrate initiative and flexibility in developing and changing processes, policies and practices when needed.  This role depends on diplomacy, foresight and sound judgment
  • Work collaboratively with RTA, SCM, Department of Chemical and Petroleum Engineering, Office of the Dean in the Schulich School of Engineering and the VPR office
  • Assist with onboarding for all new hires to the CERC office

Qualifications / Requirements:

  • Relevant undergraduate degree/diploma/certificate in the area of office administration from a recognized institution, and 3-5 years administrative assistant experience is required. A combination of education and experience will be considered
  • Previous experience in an academic environment and a clear knowledge of policies, procedures and the complexities of the University’s organizational structure would be an asset
  • Strong organizational, prioritizing and multi-tasking skills as well as judgment, initiative and strong interpersonal skills.  Tasks performed require close attention to accuracy, details and consistent follow-up.
  • Advanced skills in all Microsoft Office programs, Visio, and Adobe Creative Suite
  • Experience with PeopleSoft, other University systems, such as eProcurement, UClass filing and MaRRs or relational databases would be an asset
  • Excellent verbal and written communication skills
  • Able to convey information clearly and concisely as well as seek information efficiently
  • Able to demonstrate professionalism, discretion, courtesy and respect in all interactions
  • Work under pressure and handle multiple tasks and meeting deadlines by demonstrating an ability to prioritize
  • Able to work in an environment that is complex, changing and, at times stressful
  • Excellent interpersonal and organizational skills

Application Deadline:  August 21, 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 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

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 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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