Department Administrative Assistant, Faculty of Science

Description

The Research and Admin Services Team in the Faculty of Science is currently seeking a Full-time Regular Department Administrative Assistant.

The Faculty of Science has been catalyzing change and inspiring discovery, creativity, and innovation for over 50 years. Our strategic direction integrates current and emerging strengths with areas targeted for future growth and investment. Our strategic priorities, goals, and values guide our mission to advance research, scholarship, and innovation, create authentic learning experiences, and inspire careers of the future. We fuel transformational change, and build a strong community through teaching, learning, research, scholarship, and collaborative partnerships. We do this work to generate curiosity-drive discovery and contribute solutions to society's grand challenges. For more information, visit science.ucalgary.ca.

The Department Administrative Assistant is responsible for providing general administrative assistance to a team of six Senior Department Administrators and Manager, Science Administrative Services, including assisting with event planning, hiring, special projects, etc, and covering staff absences. The Department Administrative Assistant will not have a primary department and is considered a ‘floater position’, working continually with the Department Administrative team in a collaborative manner. Regular tasks include mailroom and printer maintenance, shredding/archiving departmental documents, and other general department administrative support for all departments within the Faculty of Science. When covering a specific department during staff absence or other, duties include maintaining the reception area and general office space, answering and triaging inquiries from visitors, and file maintenance.

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

• Provide administrative and backup support, as needed, to a team of six Senior Department Administrators who each manage a primary department within Science, as well as the Manager, Science Administrative Services, as required.
• Promote a positive atmosphere and work culture, ensuring visitors experience a supportive, helpful, andwelcoming environment.
• Maintain office reception areas when filling in for Senior Department Administrators, and general office spaces to ensure overall cleanliness and organization.
• Backup support for distributing and maintaining database of keys issued to Graduate Students, Facultymembers, and visitors, as well as maintaining CO-200 card swipe and building access, as required.
• Provide backup coverage during staff absences, including: coordinating and overseeing primary reception for the office/department in which they are assigned to work (e.g. answering telephones, monitoring and responding to email,assisting and resolving visitor inquiries, triaging student, staff and faculty needs and making referrals to appropriate resources and staff).
• Provide back up for all portfolio generic mail accounts.
• Foster and maintain cooperative and trusting relationships with team members, Manger, and stakeholders (bothinternal and external) to provide seamless and efficient support.
• Provide administrative support to all departments within the Faculty of Science, such as printing, scanning,shredding, room bookings, and supply ordering.
• Receive and deliver incoming mail and couriers for all departments.
• Submission and follow up of all Facilities Maintenance (Archibus) requests, telephone installs, as needed.
• Organize files on LAN, OneDrive and physical files as needed; maintain files according to FOIP and document retention rules.
• Provide administrative support for the sessional, academic, and other hiring processes, including documentcollection, offer letter creation/distribution, TBH.
• Special projects and other duties relevant to the position may be assigned as required.
• Maintain continuity of work by documenting and communicating to Senior Department Administrators and the Manager, Science Administrative Services.

Qualifications / Requirements:

• Minimum 3 years administrative experience required.
• Experience working in a large, dynamic team with proven personal effectiveness, collaborative and collegial team player, and productivity required.
• Excellent interpersonal and communications skills required.
• Strong organizational, time-management and task prioritization skills required.
• Aptitude for accuracy and detail.
• Ability to think critically and creatively under pressure of tight timelines while exercising good judgement and discretion is required.
• Team player, results-oriented, resourceful, innovative, and flexible.
• Ability to maintain confidentiality and deal effectively with overlapping and changing deadlines is required.
• Intermediate computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) required.
• Experience interacting with and supporting students is considered an asset.
• Previous experience with PeopleSoft, Orbis, QLess, Purecloud, Qualtrics is an asset.
• Knowledge of university policies and procedures associated with the portfolio is an asset.
• Ability to build relationships to accomplish goals with a diverse group within the Department Administrative team, Faculty of Science and external stakeholders is essential.
• Serve as the delegate for additional support within the Department Administrative team.
• Maintain composure and professionalism in high pressure situations is required.

Application Deadline:  June 14, 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.

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.