Administrative Assistant, Faculty of Arts

Description

The Dean's Office - Arts within the Faculty of Arts is currently seeking a Full-time Limited Term Administrative Assistant for approximately 18 months.

The Faculty of Arts is home to highly motivated educators, researchers and students who have the critical and technical skills, as well as the creative knowledge and spirit, to make sense of our rapidly changing and increasingly globalized world. As the largest teaching faculty and the site of exceptional scholarly and creative activity, the Faculty of Arts is central to accomplishing the Ahead of Tomorrow goals of increasing access to impactful and future-focused education, harnessing the power of research and innovation to tackle society's biggest challenges, locate community at the centre of all we do, and make our processes clearer, simpler and better than any other university. The Faculty is excited about promoting a distinctive student experience and a commitment to citizenship, diversity and inclusion helps build a healthy and respectful campus culture for all. We are extremely confident in the excellence of our various programs, institutes and centres, and take great pride in the accomplishments of our students, faculty, staff and alumni.

Reporting to the Manager, Pod Operations, this Limited term position provides key administrative support for all Pods within the Faculty.

This position works closely with all Pod Managers on a flexible and 'as need basis' within the Faculty of Arts and with multiple pod administrative and technical staff teams. This position works within multiple Pods acting as a floater Administrative Assistant covering leaves, vacation, and high workloads. This position will also take a primary role with regards to physical resource management (office moves, office assignment, performing safety checks, updating business continuity plans) and ensuring Department SharePoint sites are aligned.

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, and discretionary decision-making. 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 in different buildings on campus on a daily basis based on varying and unpredictable demands.

This is a Limited Term Full-Time AUPE position. Normal work hours are 8:30 a.m. ¿ 4:30 p.m., Monday to Friday. Flexibility in work hours, and occasional overtime, may be required from time to time in order 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, and general administrative duties in support of course delivery. This position will work within multiple pods acting as a floater Administrative Assistant covering leaves, vacation, and high workloads. This position will also take a primary role with regards to physical resource management (office moves, office assignment, performing safety checks, updating business continuity plans) and ensuring Department SharePoint sites are aligned.

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

• General office administration.
• Space allocation & room bookings coordination.
• Facilities administration, including Archibus requests, furnishing and equipment requests, and point of contact for contractors.
• Technology administration, including phones, copiers, etc.
• 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.
• Mail and courier distribution.
• 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/School meeting agendas, minutes, and collection of related reports and/or informational items including mailman communications.
• Updating of One Directory and assigned mailman distribution lists.
• OHS administration (visitor sign in and orientation processes, annual review and replenishment of first aid kits).
• Explorance Blue and Faculty Surveys administration, including course validation.
• Administration of program-specific events, as part of department activities including, but not limited to, catering, posters, room bookings.
• 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.
• Maintenance of SharePoint site for departments/pods, ensuring currency of information on an ongoing basis.
• Regularly review Department/Pod SharePoint sites to ensure content is accurate and current and emulated across all Department SharePoint sites.
• Maintain unit directory pages.
• 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.
• Post board maintenance.

Qualifications / Requirements:

• Undergraduate degree, or equivalent combination of education and experience may be considered.
• Minimum of three (3) years of administrative support experience in a post-secondary environment.
• Proven expertise with Drupal 8.
• Demonstrated proficiency with SharePoint and proven ability to administer SharePoint sites including access provisioning, application/page creation, and site maintenance.
• Proven ability to perform web updates independently.
• Strong proficiency in desktop applications such as Word, Excel, PowerPoint, Outlook, and Adobe.
• Proficiency with web based communication platforms such as Zoom or Team and ability to create or facilitate online meetings.
• 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, faculty, and department leadership.
• 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.
• Familiarity with departments and Schools served by the  Faculty of Arts would be an asset.

Application Deadline:  October 2, 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.