Front Office Administrative Coordinator, Faculty of Social Work

Position Overview

Faculty of Social Work is currently seeking a Full-time Regular Front Office Administrative Coordinator.

The Front Office Administrative Coordinator reports to the Manager, Operations, Dean's Office and is the first point of contact and representative of the administrative team.

The position is situated in an open-area with colleagues, and a constant flow of student, community member, field education, and faculty traffic. Providing assistance in various projects, planning and coordinating, the incumbent must be able to focus on the job at hand, multi-task, and competently and efficiently deal with multiple, simultaneous deadlines occurring throughout the year. The incumbent must also be able to work independently with minimal supervision, demonstrate strong communication skills, demonstrate an honouring of diverse perspectives and populations, and be a leader in comfortable interacting with diverse groups including students, faculty, staff, representatives from the professional community, Indigenous Elders, and community partners. This position is vital to setting a welcoming tone for inclusive work with diverse partners to advance our Strategic Plan and enact our faculty values. This position is on-site and working hours are Monday-Friday 8:30am - 4:30pm

Position Description

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

• Provide accurate and timely administrative support to academic staff, Student Services, Associate Deans, and the Dean's Office, as needed
• Responsible for scheduling meeting space and classes following faculty and Ad Astra policy and guidelines
• Distribute inbound/outbound mail to appropriate mailboxes and arranges/processes for courier pick-up for operating and research projects. Charge appropriate accounts for courier services
• Provide front-line reception desk support; communicate in a professional and welcoming manner to current and prospective students, faculty members, and co-workers on the telephone, via email, and in person (answer questions and/or direct them to the appropriate person)
• Present a respectful, positive and professional image of the organization to all visitors, suppliers, inquiries, students, faculty, and sessional instructors in a fast-paced and culturally diverse workplace
• Exercises sound judgement in decision-making around issues that arise in the day-to-day operations of the front office and maintains a high degree of confidentiality overall, but particularly in relation to sensitive issues
• Assist academic programs staff with email inquiries (reply to or forward general emails seeking information about the faculty or programs)
• Assist Associate Deans (Undergraduate, Graduate, Teaching and Learning) with distribution of course outline templates and deadline dates
• Where necessary, assist in compiling data for various operating reports using Power BI
• Update Faculty Organizational Chart and upload to Teams
• Update internal email and telephone lists and upload to Teams
• Maintain Teams channels assigned to Dean's Office and Front Office operations
• Provide accurate initial information and referrals to prospective and current students who are seeking information on admission, registration and convocation
• Inform Student Advisors and Field Education Coordinators of student/guest arrival and determine advisors who can advise drop-in students
• Assist Student Services during peak periods scanning transcripts for system entry; assisting students with form completion (i.e. course deferrals) or directing them to the appropriate website or person(s)
• Assist Student Services with preparing student orientation and convocation packages

Qualifications / Requirements:

• A minimum of 4 years of progressively responsible administrative experience in an office environment is required
• A completed Project Management Professional Certification is required
• Completion of an Administrative Information Program or Office Administration is required
• Must be detail-oriented, with strong time and project management skills
• Strong knowledge and experience using Microsoft Office applications (Word, Excel, PowerPoint, Access, Outlook, Teams, Visio and Publisher) and creating/maintaining sharepoints or sharedrives is required
• Experience with Power Business Intelligence (BI) and creating Dashboards is a strong asset
• Experience using PeopleSoft or similar software program is a strong asset
• Experience in Zoom and/or Microsoft Teams is required
• Exceptional skills using Qualtrics Survey is a strong asset
• Experience working in a post-secondary workplace is a strong asset
• Strong written and verbal communication skills are required
• Excellent customer service, problem solving, and accurate organizational and administrative skills are required
• Ability to show initiative in all aspects of the job is essential
• Ability to work independently, act decisively while exercising judgement, and demonstrate a high degree of initiative
• A dedicated and committed team player
• Working daily onsite is required

Application Deadline:  February 17th 2023

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/Admin 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 Management and Staff Careers website. For more information visit Careers in the Faculty of Social Work.

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 ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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 Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

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