Administrative Assistant to Recovery on Campus Alberta and UCalgary Recovery Community

Description

The Campus Mental Health and Well-being Strategy within the Provost office is currently seeking a Full-time Limited Term Administrative Assistant for approximately 1 year.

This position reports to the Director of Recovery on Campus Alberta and the University of Calgary Recovery Community.

The purpose of Recovery on Campus (ROC) Alberta is to engage, innovate, and inspire the co-creation of campus addiction recovery programs across 26 publicly funded post-secondary institutions (PSIs) in Alberta.

The Administrative Assistant position entails providing administrative support for the ROC Alberta and the UCalgary Recovery Community team. Job stressors are low to moderate, including deadlines and competing priorities. The Administrative Assistant will work Monday to Friday, 8:30 am to 4:30 pm, 35 hours per week, with occasional evenings and weekends depending on deadlines. The position requires four days of work on site (UCalgary Campus), and one flex-day from home.

The Administrative Assistant works independently in their day-to-day operations, and maintains regular and open communication with the director, program coordinators, other ROC/UCRC team members, and the stakeholder groups they support (e.g., students, alumni, faculty, and external partners) to ensure that all work is completed in an accurate, professional, and timely manner.

This position requires a person who is strong in time management, schedule coordination, budget management, and has experience with University of Calgary or related administrative systems. 

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

• Provide efficient, accurate and dependable administrative support for the Director and program. Tasks may include, but not be limited to:
  • calendar management;
  • arranging meetings, prepare agendas and support materials, record/prepare minutes, and follows up on actions as required;
  • assisting in event planning;
  • event travel preparations and administration
  • ordering and maintaining supplies;
  • website updates;
  • maintaining electronic and paper filing systems o sending, receiving and sorting mail and couriers;
  • administrative financial tasks.
• Assist with hiring, salary, and scholarship administration for students and research assistants. 
• Organize events, conferences, and workshops, including:
  • preparing and distributing schedules and invitations;
  • catering, gifts and parking passes coordination;
  • travel arrangements;
  • expense claim submissions etc.

Qualifications / Requirements:

• Minimum of 2+ years of progressive administrative experience or a combination of work experience and formal education are required. 
• Demonstrated administrative, analytical, organizational, time and workload management skills in an energetic environment while performing/prioritizing multiple tasks of varying complexity and responding to constant interruptions. 
• Demonstrated ability to act independently and as part of a team to initiate, coordinate, track and follow through with cyclical tasks and projects. 
• Strong written and verbal communication skills are necessary. Drafts clear and concise correspondence, seeks clarification, and responds to all enquiries with the utmost professionalism and within established guidelines. 
• Work well under pressure, remaining calm in demanding situations. 
• Respect privacy, maintains confidentiality, demonstrates diplomacy and good judgement at all times. 
• Team player with a participant-first mindset who fosters a welcoming, service-oriented culture and positive stakeholder relationships and experiences. 
• Intermediate to expert user of business systems including Microsoft Office Suite, Teams, Zoom and web navigation required, and understands University core business systems such as PeopleSoft. Training in IRISS and other University of Calgary research administrative platforms
• Excellent organizational and coordination skills. Strong attention to detail is needed. 
• Experience using PeopleSoft or similar programs is a strong asset. 
• Applicants with lived/living experience of addiction recovery are strongly encouraged to apply. 
• Cover letters are required. Applications without cover letters will not be considered. 

Application Deadline:  August 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.