Administrative Assistant, Curriculum, Faculty of Veterinary Medicine

Description

The Faculty of Veterinary Medicine invites applications for an Administrative Assistant. This Full-time Fixed Term position is for approximately 10 months (based on length of grant funding), with the possibility of extension.

The Administrative Assistant, Curriculum reports to the Manager, DVM Program Administration and receives direction from Course Coordinators and Faculty Instructors. This position is responsible for the administrative support of undergraduate courses in the DVM program and fourth year clinical rotations, which may occur on or off campus. There is potential for occasional work at the Foothills Campus, W.A. Ranches, and for off-campus trips. 

This position works 35 hours a week, Monday through Friday, and may occasionally be required to work outside of regular work hours.  The position is based at the Spy Hill Campus.

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

• Course Support
  • D2L course support for course coordinators, faculty, and sessionals - posting and proofing material and exams, course pages, exams, and quizzes, assisting with gradebook creation and posting of grades
  • Assisting with Office365 document preparation, including formatting, proofreading, and editing related to undergraduate courses
  • Provides support for online, in-person, and hybrid teaching as required
  • Coursetune support - data entry as directed by faculty
  • Formatting, printing, and delivering teaching material, including paper exams
  • Assisting with Re-Mark
  • Sessional/Honoriarium support: supporting the recruiting, and onboarding of sessional and guest lecturers as required by the course coordinator
  • Ordering course related supplies
  • Administrative support for 4th Year Assessment Week as required
• Meeting & Committee support
  • Faculty meeting support, including scheduling, room bookings, hybrid meeting setup, arranging catering, and agenda prep and minute-taking for course-related meetings
  • Communications support - including maintaining and updating teaching-related information. May include VETNet and other electronic platforms
  • Assists with events, including planning, advertising, execution, and clean-up as required
  • Supports colleagues during periods of heavy workload, absences and other unexpected interruptions
  • Identifies service gaps/opportunities to improve teaching support and proposes solutions to the Manager, DVM Program Administration
  • Contributes to the development and revision of policies and procedures as appropriate
• DVM program administration
  • Working closely with other members of the DVM program office, supports activities in admissions, outreach, student experience, curriculum and DVLC as required

Qualifications / Requirements:

• Completion of a post-secondary diploma in administration is preferred
• High level of proficiency with Office365 applications (Word, Excel, Teams, and PowerPoint) is required
• Experience with online learning applications (Blackboard, Desire2Learn, Brightspace, Moodle) is an asset
• Ability to quickly learn how to operate a wide variety of software at an intermediate level including, but not limited to: PeopleSoft, Yuja, Coursetune, ReMark, Qualtrics, Articulate and web content management systems is required
• Strong organizational and time management skills are required
• Attention to detail, accuracy, and strong written and verbal communication skills are required
• Ability to work in a team environment and build relationships within the Faculty, staff and students is required
• Ability to communicate and impart knowledge to students and faculty is required
• A high level of integrity and ability to maintain confidentiality is required
• Ability to manage a variety of issues and tasks concurrently is required
• Proven ability to work in an open-space environment that is complex, changing and at times stressful, is critical to the role

Application Deadline:  August 16, 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.