Administrative Assistant, Faculty of Arts

Description

The Arts Admin Operations within the Faculty of Arts is currently seeking two (2) Full-time Regular Administrative Assistants.

Reporting to the Manager, Department Operations, this role provides key administrative support for one of five operational pods. The pod we are recruiting for at this time serves the Departments of Anthropology and Archaeology, Geography, and Psychology.

This position works closely with the Manager, Department Operations, and Department Heads of the operational pod, and other academic leadership positions within the pod. This position also works closely with the pod administrative and technical staff team.

This position has an impact on the operational day to day functioning of the operational pod by ensuring that tasks are carried out in a timely, accurate, and collegial manner. There is a variable workload with peak work periods that coincides with the academic cycle and strategic initiatives that are undertaken within the operational pod.

Administrative responsibilities require initiative, accuracy, thoughtful input, discretionary decision-making, and collaboration. Work is driven by multiple simultaneous priorities and deadlines and requires the management of competing interests to provide satisfactory outcomes for all involved, recognizing the unique needs of a wide variety of stakeholders and collaborators. Many functions involve confidential information; therefore, respect for confidentiality is essential.

The work involves both high volume and diversity, with a range from moderate to high problem solving.  There are frequent interruptions and moderate levels of stress and pressure throughout the year, with several peak periods containing multiple priorities and critical timelines. The work has moderate physical demands, including checking Pod spaces, posting signs, updating access keypads and maintaining physical bulletin boards across several buildings, and moving equipment and coordinating deliveries which may require a need to lift up to 10 kg. The position will require the incumbent to routinely work in and travel between at least two units located on different floors on a daily basis based on varying and unpredictable demands.

This is a Regular Full-Time AUPE position. Normal work hours are 8:30 a.m. to 4:30 p.m, Monday to Friday. Flexibility in work hours, and occasional overtime, may be required from time to time to effectively manage workload and responsibilities.

As a member of the Pod administrative team, this position performs a variety of administrative tasks to support the day-to-day operations of the operational pod.  Workload responsibilities will include general administrative duties in support of the operational pod. 

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 phones, copiers, etc.
• Communication platforms maintenance, including website, Sharepoint and bulletin boards.
• 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 basis marketing collateral for web pages.
• Proofread web content, and ensure web content is current and accessible, and follows best practices for web presence and follows UofC brand standards and institutional style guide.
• Regularly review website content to ensure content is accurate and current.
• 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.
• Train and assist faculty members in updating their online personal profiles.
• Proactively seek input from the Digital Specialist in the Office of the Dean on strategic structural changes to the website and to ensure the website fits within the digital strategy for the UofC.
• Administer email marketing campaigns using Marketo, including the creation and maintenance of digital recipient lists and guest lists, unit emails and digital newsletters, and event invitations/RSVPs.
• Maintenance of SharePoint site for the departments/pod, ensuring currency of information on an ongoing basis. Post board maintenance.
• USRI and Faculty Surveys administration, including course validation.
• Course outline coordination and administration, including tracking approvals and posting outlines to website.
• Administration of program-specific events, as part of department activities including, but not limited to, catering, posters, Marketo campaigns, room bookings.

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 environment.
• Experience with website editing, mass mail communications, and digital event creation. - Proven ability to perform web updates independently.
• Proven ability to create and administer email campaigns using Marketo.
• Ability to administer SharePoint sites including access provisioning, application creation, and site maintenance.
• Strong proficiency in desktop 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:  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.