Executive Assistant to the Dean, School of Architecture, Planning, and Landscape

Description

The Dean's Office within the School of Architecture, Planning, and Landscape is currently seeking a Full-time Regular Executive Assistant to the Dean.

This regular full time position reports directly to the Manager, Faculty Operations and works directly with the Manager, Faculty Operations and with the other administrative staff in the area.  The Executive Assistant provides an advanced level of administrative services to the Dean, Faculty of Environmental Design to ensure efficient management of the Dean's time and to provide support in successfully fulfilling his/her responsibilities. The Executive Assistant acts as first line of contact with all stakeholders, Dean`s Office and the Faculty are seen in a positive light. This position normally works 35 hours per week, however there may be times when early morning or evening work is required to meet deadlines.

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

• Manage the operation of the Dean`s Office by meeting deadlines, responding, prioritizing and redirecting requests, mail, email, telephone inquiries.
• Ensures the Faculty committees operate efficiently administrative processes follow clear procedures and meet prescribed deadlines. 
• Ensures official documents (terms of reference, distribution lists, regulations and guidelines, reports, agendas, minutes, etc.) are up-to-date and well organized.
• Ensure that communication from the Dean`s Office is clear, effective, and timely.
• Ensures that the Dean is aware of all scheduled meetings/activities, and that his/her schedule is organized in a timely manner.  
• Prepares all necessary meeting and event materials well in advance to ensure that the Dean is well prepared for all meetings and events.
• Maintains awareness of upcoming activities and deadlines associated with the Dean`s Office and ensures that the Dean is aware of these.
• Travel arrangements are smooth and expense reimbursements are processed promptly.
• Liaises with faculty, students, and staff in a respectful, courteous, and professional manner.
• Maintains an effective filing and records system.  This involves the accurate and timely filing of confidential documents for easy retrieval.
• Research, compose and prepare confidential and complex correspondence, including agendas, and minutes.

Qualifications / Requirements:

• Senior administrative training and extensive university experience are essential. 
• Five to seven years of progressive administration experience is required.
• A post-secondary education would be an asset.
• In depth knowledge and experience of university policies, procedures and core business systems is required.
• Computer proficiency is required (Microsoft Office, Outlook)
• Excellent interpersonal, organizational, and communications skills (written and oral) are necessary.
• Ability to work in a fast-paced environment with constant interruptions. 
• Excellent time management skills to prioritize and meet deadlines.
• Ability to work independently, using initiative and good judgment and as part of a team.
• A proven track record of working effectively with internal and external contacts at all levels is required.
• Strong problem-solving and negotiation skills are an asset.
   

Application Deadline:  September 12, 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 classified in the Operational and Administrative Support Career Band, Level 4 of the Management and Professional Staff Career Framework. 

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.