Administrative Coordinator/Receptionist, Facilities Development

Position Overview

The Office of the Associate Vice President, Facilities Development, is seeking a full-time Regular Administrative Coordinator/Receptionist 

As the first point of contact within Facilities Development, the successful candidate will create a lasting and positive first impression, interacting with staff, consultants, suppliers and visitors on a daily basis.  Reporting to the Executive Assistant to the Associate Vice President, Facilities Development, this position is an integral part of the administrative support team, providing superior front facing service and administrative support to the Facilities Development Department

Position Description

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

• The first point of contact and acts as an ambassador for Facilities Development, ensuring visitors have a positive experience when they visit, and promoting the reputation of Facilities Development. 
• A good working knowledge of the people within Facilities Development: Campus Planning, Campus Architecture, Campus Engineering, Project Management Office and Real Estate and a good working knowledge of their areas of expertise.
• Answers incoming inquiries, direct to appropriate individual or department, and ensure follow-up in a timely manner. (Point of contact for Directors when they are unavailable and direct inquiries to the appropriate individual).
• Performs clerical duties such as meeting minutes, email responses, SharePoint management, digital filing and organizing, spread sheets, presentations, and occasionally printing and photocopying as needed.
• Distributes incoming mail, and coordinates deliveries of incoming and outgoing packages (i.e., courier).
• Ensures the common areas, including foyer, kitchen and meeting conference rooms on the first floor of Physical Plant, are kept in a neat and organized fashion, meeting rooms are organized, technology in working order and common rooms stocked with appropriate office supplies.
• Maintains Facilities Development directories such as contact and distribution lists, organizational charts, and oversees calendar bookings for meeting rooms, as necessary.
• Maintains inventory of AutoCAD licenses and coordinates renewals with Senior Architectural Technologist.
• Initiates service/problem calls for office equipment/building needing service or repair, as required.
• Work may include creating, editing and proofreading correspondence, meeting minutes, presentations, spreadsheets, reports, and other related documents using various software programs, i.e., Microsoft Outlook, PowerPoint, SharePoint, Excel, , and Word.
• Coordinates Director's calendars, books meetings and meeting rooms, assists with event planning, i.e, room booking and making catering arrangements and coordination of required technology.
   

Qualifications / Requirements:

• Completion of Grade 12, several courses and a certificate program in Office Administration or a related field, and/or gained equivalent administrative experience.
• Some experience in event management, marketing and/or communications is an asset.
• Advanced computer skills are required, including proficiency with Microsoft Office programs (Outlook, Word, Excel, PowerPoint) for administration responsibilities.
• Experience with InDesign and AutoCAD would be a strong asset.
• Experience with PeopleSoft and SharePoint is a strong asset.
• Excellent oral and written communication skills are required, as well as organizational and interpersonal skills.
• Positive attitude and an ability to work closely and collaboratively with the administration team and independently without direct supervision is required.
• Ability to work in an open, busy area and deal with frequent interruptions in a mature, cooperative and professional manner is critical.
• Proven ability to independently set priorities and complete multiple tasks within specified timelines in order to meet necessary deadlines.
• Able to adapt to changing/expanding working environment and must be open to learning and development.
• Willing to accept new challenges and assignments showing individual initiative where their specific skill set may provide additional support to the department in achieving its mandate.

Application Deadline:  February 21, 2024

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 2.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website. 

About the University of Calgary

UCalgary is Canada’s entrepreneurial university, located in Canada’s most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada’s leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy  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]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities , and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

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