Administrative Assistant, Centre for Wellbeing in Education

Description

The Werklund School of Education is currently seeking a Full-time Regular Administrative Assistant.

The Centre for Wellbeing in Education (The Centre) in the Werklund School of Education is currently seeking an Administrative Assistant. This Full-time position reports to the Manager, Centre of Wellbeing in Education. The standard hours for this position are Monday to Friday 8:30 am to 4:30 pm. This position may require changes to the work schedule encompassing evening and weekend hours when workshops and other events are scheduled.

The Centre includes the student practicum clinic, a research portfolio and an outreach and professional learning portfolio. The clinic offers high quality psychological assessment and prevention services for the community and contracted agencies and offers high quality individual and group counselling programs to support prevention and treatment services for the mental health and wellbeing of children, youth, emerging adults and parents. The research portfolio is responsible for enhancing research within the Center. The outreach and professional learning portfolio cultivates relationships with key partners and stakeholder groups in Alberta related to wellbeing in education and develops external professional learning series in wellbeing (physical, social, emotional) for parents, educators, and psychologists.

Working within the framework of the University and Werklund School of Education policies and procedures, the Administrative Assistant is called to make decisions using independent judgment. Nature of contacts with faculty, other University departments, and the public requires excellent communication skills using tact and diplomacy, and a high degree of confidentiality.

This position will be working in a challenging, high paced environment involving shifting priorities, high call volume, visitors, staff and students with requests for information and work requirements, and an environment of change related to the development of the Centre, requiring skills to analyze, clarify and interpret information. There are periods of high volume with time sensitive deadlines.
 

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

• Deal with shifting priorities ensuring all information is produced within deadlines in a professional, accurate manner
• Provide administrative duties as requested by the centre manager and director
• Provide support and consultation by organizing, prioritizing and responding as appropriate to specific requests and needs of the Centre
• Compile data and draft routine correspondence and type, edit and proof-read general correspondence, centre materials and other related documents
• Maintain and update the applicable websites for the Centre
• Schedule appointments, meetings, seminars, conferences, teaching which may require room bookings, setting up food requirements, preparing agendas, taking and transcribing minutes, preparing and distributing notices
• Under the direction of the manager process centre expenses in a timely and accurate manner. Ensure receipts and documentation are appropriate and complete, and that claims are compliant with current policies
• Represent the centre in a professional and positive image in interactions with all internal and external staff and clients.
• Initial contact for all administrative calls which may need to be directed and or handled in a professional and courteous manner.
• Liaise with internal and external staff and agencies in a pleasant and professional manner and act as the initial resource person.
• Demonstrate a leadership role by providing direction/information and taking appropriate action to deal with unusual circumstances as well as routine office procedures
• Provide in-take services based on guidelines, inform potential clients about program details and
• Provide information on the clinical services, fees, and procedures
• Prioritize, organize, manage and respond as appropriate to incoming correspondence, information and inquiries to the Test Library Resource Centre.
• Maintain clinic facility bookings and assist student clinicians in scheduling client appointments
• Develop and maintain client database
• Collect and dispatch mail, faxes, and telephone messages
• Oversee accounts receivable processes including the collection of fees and preparation of deposits, both contracted and private
• Oversee account payable processes such as e-procurement, expense forms, and other related duties using the PeopleSoft processing system.
• Order office supplies, test materials, stationery as required
• Research and review new and existing protocols as necessary
   

Qualifications / Requirements:

• Post-secondary education is preferred. An equivalent combination of education and/or experience will be considered
• A minimum of 3 years of related administrative experience required
• Demonstrated excellent administrative and organizational skills with the ability to set priorities and meet objectives
• Excellent written and verbal communication skills, grant and report writing experience is highly desirable
• Previous health or clinical experience and experience in medical/psychological record keeping would be an asset
• Demonstrated ability to maintain an impeccable degree of confidentiality and deal with difficult issues in a sensitive and confidential manner
• Resilience and flexibility; ability to work under pressure, and a willingness to learn new skills
• Must have the ability to work independently as well as part of a team, to be pro-active and self-directed
• Must demonstrate a high degree of accuracy and attention to detail
• Prior University experience with knowledge of university regulations, policies and procedures in an administrative role is an asset.
• Demonstrated knowledge and experience with PeopleSoft is highly desirable, particularly in billings/invoicing
• Highly skilled using technology for organization, recording keeping, communication, and accounting is required (e.g., Windows environment, Internet Explorer, MS Office (Word, Excel, PowerPoint, Outlook), Drupal, D2L, SharePoint, Zoom, Teams)
• Experience with clinic master scheduling technology (such as Titanium Schedule) and audio/video surveillance recording systems is an asset
• Knowledge of FOIP regulation is an asset

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.