Skip to main content
Require Authentication must be enabled to output referral button.

Administrative Assistant, Faculty of Arts

Job ID: 30985
Location: Main Campus
Updated March 11, 2024

This job posting is no longer active.

Share:
We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta.
The City of Calgary is also home to Métis Nation of Alberta, Districts 5 and 6.

Position Overview

This opportunity is currently available for internal applicants only as THERE IS A STRONG INTERNAL CANDIDATE FOR THIS POSITION.

The Faculty of Arts is currently seeking a Full-time Regular Administrative Assistant.

The Faculty of Arts is home to highly motivated educators, researchers and students who have the critical and technical skills, as well as the creative knowledge and spirit, to make sense of our rapidly changing and increasingly globalized world. As the largest teaching faculty and the site of exceptional scholarly and creative activity, the Faculty of Arts is central to the Ahead of Tomorrow goals of sharpening our focus on research and scholarship, enriching the quality and breadth of learning, and integrating with the community. The Faculty is excited about promoting a distinctive student experience and commitment to citizenship, diversity and inclusion to help build a healthy and respectful campus culture for all. We are extremely confident in the excellence of our various programs, institutes, and centres, and take great pride in the accomplishments of our students, faculty, staff and alumni.

Reporting to the Manager, Department Operations, this role provides key administrative support for the Operational Pod serving the Departments of Economics, Sociology and Political Science with specific focused support for the Indigenous Studies Program and for Dr. M. Scott Taylor.

Position Description

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

  • Space allocation & room bookings coordination.
  • Distributing and retrieving keys and access cards and providing access codes, and for maintaining accurate and current records related to key distribution and/or electronic access.
  • Facilities administration, including Archibus requests, furnishing and equipment requests, and point of contact for Contractors.
  • Mail and courier distribution.
  • Technology administration, including facilitation of technology requests including, but not limited to computers, phones, printers, etc.
  • Coordination and oversight of records retention / shredding activities and record keeping, ensuring currency of knowledge of University records retention rules.
  • Office and instructional supplies ordering and inventory maintenance.
  • In consultation with the Department Heads and/or Manager, responsible for timely and accurate drafting and distribution of department meeting agendas, minutes, and collection of related reports and/or informational items.
  • OHS administration (visitor sign in and orientation processes, etc.).
  • Maintain and update department websites, including adding unit new items and creating basic marketing content for web pages.
  • Proofread and routinely review department websites and accounts to ensure content is accurate, current, and accessible, and adheres to the institution’s brand standards and styling guide.
  • Independently make decisions concerning escalation of web content change requests to the Digital Specialist for evaluation of strategic approach.
  • Coordinate postings to social media (e.g., Facebook, Twitter, YouTube, etc.) when required.
  • Maintain unit directory pages and e-mail distribution lists.
  • Administration of events including arranging catering, posters, Marketo campaigns, LiveWhale event creation, RSVP coordination, and room bookings.
  • Faculty survey administration and distribution.
  • Support department hiring processes with application coordination, and committee coordination including creating meeting minutes.
  • Support department procurement processes by creating purchase orders, contracts, or requisition requests and processing invoices by coding in PeopleSoft or submitting payment requests to Business Operations Centre.
  • Manage the use of a procurement card to purchase items for departments or the Pod office.
  • Coordinate travel arrangements for visiting guest speakers by preparing invitation letters, booking accommodations and reimbursement of event related expenses.
  • Other ad hoc tasks as occasionally required.

Qualifications / Requirements:

  • Undergraduate degree, or equivalent combination of education and experience may be considered.
  • Familiarity with programs served by the Pod.
  • A minimum of three (3) years of administrative support experience in a post-secondary education environment.
  • Proven expertise with Drupal 8, Live Whale, and Marketo.
  • Proven ability to perform web updates independently.
  • Proven ability to create and administer e-mail campaigns using Marketo.
  • Demonstrated proficiency with SharePoint with proven ability to administer SharePoint sites including access provisioning, application creation, and site maintenance.
  • Proven proficiency with the University of Calgary’s student registration and course administration procedures.
  • Strong proficiency in Office applications such as Word, Excel, PowerPoint, Outlook.
  • Ability to learn new processes and procedures quickly, and respond to inquiries in an efficient and appropriate manner.
  • Strong interpersonal skills.
  • Excellent written and oral communication skills required to deal with a diverse population, including faculty, staff, students, and visitors.
  • Proven reliability and punctuality.
  • Proven ability and desire to continually learn and upgrade technical knowledge.
  • Demonstrated ability to establish and maintain productive, professional working relationships with students, staff, and faculty.
  • Professional demeanor and presentation.
  • Excellent organizational skills and time management combined with the ability to handle stressful situations and frequent interruptions.
  • A positive attitude with the ability to embrace change with a flexible attitude.
  • Demonstrated initiative and ability to work both independently, and as part of a team, within a large, complex, dynamic organization.
  • Demonstrated good judgement and high attention to detail.
  • Demonstrated professionalism, tact and maturity in handling confidential information ethically and with discretion.

Application Deadline:  February 15, 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.

Share: