Administrative Assistant, Bachelor of Health Sciences Program

Description

The Bachelor of Health Sciences Program in the Cumming School of Medicine is currently seeking a Full-time Regular Administrative Assistant.

Reporting to the Manager, Operations, and with accountabilities to the Associate Dean, Undergraduate Health & Science Education (UHSE), the Administrative Assistant works closely with the Bachelor of Health Sciences (BHSc) staff to provide administrative support to the BHSc program and to the Associate Dean (UHSE).

The position requires the ability to use discretion, maintain professionalism, confidentiality, and composure under pressure. Highly developed communication skills using tact and diplomacy is required in this front facing role that includes extensive contact with diverse groups within the Cumming School of Medicine and the University of Calgary and with external clients. 

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

• First point-of-contact for the office and program and is a key resource to students and the public regarding questions of a general nature about the BHSc program and the Cumming School of Medicine
• Assists with a variety of program tasks including scheduling meetings and appointments, organizing travel arrangements, processing travel claims, coordinating catering for program events and meetings, providing and distributing agendas and backup materials, taking minutes at meetings, booking rooms, ordering and maintaining inventory of office equipment, supplies, and promotional materials, and providing general program support as required
• Provides calendar and schedule management support for the Associate Dean (UHSE)
• Administers and coordinates the Course Experience Survey, Faculty Ratings and Teaching Assistants (TA) evaluations each academic term
• Provides administrative support as needed to a student committee involved in the creation of the annual Graduation Book
• Assists with the BHSc Mentorship Program, including fielding general inquiries and questions, advising each matched student and mentor of their pairing information, and circulating feedback surveys to students and mentors
• Provides updating of program database systems as required
• Drafts and prepares general correspondence on behalf of the BHSc program, as directed
• Responsible for program site security and is key liaison with Campus Security
• Maintains efficient filing systems including student files and program information
• Coordinates and oversees the BHSc Buddy program
• Assists with the regular updating of the BHSc website
• Participates in the planning, organization and implementation of program and recruitment events
• Administers the BHSc mailman account in collaboration with the Program Coordinator

Qualifications / Requirements:

• A minimum of 3-5 years of demonstrated administrative support experience is required. A Bachelor degree a definite asset
• Strong interpersonal, communication and organizational skills with a professional and pleasant demeanor when dealing with students, staff, faculty and the general public
• Excellent communication skills (verbal and written) with attention to accuracy and detail are essential, as well as the ability to work collaboratively in a team environment
• Ability to take initiative and demonstrate flexibility to anticipate and adapt to changing priorities in an effective manner
• Proficiency with various computer programs required, including MS Office, Adobe Suite, and Canva, as well as with university technology systems including PeopleSoft and Web Content Management (WCM)
• Prior University of Calgary experience in an administrative role is a definite asset

Application Deadline:  July 8, 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.