Engagement Assistant, Faculty of Arts

Description

The Arts Admin Operations within the Faculty of Arts is currently seeking a Full-time Regular Engagement Assistant.

This full-time position is part of the larger Arts Students' Centre (ASC) team. It reports to the Manager, Arts Students' Centre and works closely with the Manager, Advising and Administration and the Associate Dean, Teaching, Learning and Student Engagement. The incumbent must be able to prioritize multiple tasks, manage time, meet deadlines, and produce detailed and accurate work with frequent interruptions. This position deals with routine and complex issues, and involves in-person and virtual interactions with faculty members, other staff, and students.

The position requires the ability to use discretion, maintain professionalism, confidentiality, and composure under pressure, and tact and diplomacy in dealing with sensitive and confidential materials. The incumbent must have the ability to work in an open space under pressure with multiple and simultaneous deadlines, shifting priorities and a high volume of work. The incumbent requires the ability to work both independently, being innovative and taking initiative, and as part of the team, fostering clear communication. This position requires the ability to adjust working hours to staff events that are held outside of regular hours. During identified peak periods the ASC office may offer extended hours. When this is necessary, the start time and lunch break timing will be adjusted for a period of up to one week. Peak work periods occur August-September, December-January, and April-May. This position also involves moderate physical activity for event set-up and take down. This position has the opportunity for remote work one day a week once the training period is complete.

The Engagement Assistant role supports the planning, coordination and ongoing administration of the Faculty's student engagement programs and opportunities. This role helps build a positive Undergraduate student experience and will routinely liaise with units external to ASC and the Faculty of Arts.

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

• Working closely with the Associate Dean, Teaching, Learning and Student Engagement and the Admission and Recruitment team, coordinates Faculty of Arts participation in university-wide recruitment, conversion and engagement events such as Open House, You at UCalgary and New Student Orientation. This includes the recruitment and coordination of faculty and student volunteers.
• Supports the promotion of faculty level academic and engagement programs, including certificates.
• Working with the Cooperative Education team and the Undergraduate Program Advisors, assists with creating, advertising and coordinating events and workshops for undergraduate students in the Faculty of Arts.
• Supports Faculty of Arts initiatives related to Equity, Diversity and Inclusion.
• Works closely with the Manager, Advising and Administration to support Interdisciplinary Programs (IDP). This includes monitoring email accounts connected to courses and certificates, course administration (collecting course outlines, administering surveys, etc.), website maintenance, supporting Arts and Science Honours Academy (ASHA) admission and continuation processes (preparing application files for the selection committee, communicating admission decisions and tracking accepted students).
• Working with the Manager, ASC, provides research and data entry support for existing and proposed programs that are administered by ASC.  
• Supports the Associate Dean with faculty level Teaching and Learning initiatives. This includes event management and data entry tasks.
• Assists with student communications including maintenance of the Faculty of Arts D2L portal and email distribution lists.
• Processes course access requests for courses that do not have a departmentalized home.  Provides back-up for all other course access requests processed by ASC.
• As part of the front facing team, provides back-up for the Reception desk, ensuring a high level of customer service.
• Provides administrative support for Work Integrated Learning opportunities including, but not limited to, the Co-operative Education Program, University 304 and WELL 400.

Qualifications / Requirements:

• A four year undergraduate bachelor's degree is required; it is an asset if the degree is in a Faculty of Arts discipline.
• A minimum three years relevant administrative experience, including event planning for large events, website maintenance and course/program administration.
• A minimum three years of experience in a customer service role.
• Professional, advanced written and oral communication skills are essential including the ability to convey complex information and to ensure it is understood.
• Proven ability to work independently, managing heavy workload and high stress during peak periods while exercising discretion in decision-making.
• Demonstrated ability to work collaboratively and productively in a large, dynamic team.
• Demonstrated advanced computer skills in Microsoft Office applications including advanced Excel spreadsheet skills for data analysis and management, Word for document preparation and mail merges, SharePoint and OneDrive for document management and other MS Suite tools as needed.  Previous experience with Qualtrics, SharePoint, Marketa and Drupal 8 is considered an asset.
• Strong customer service skills, with demonstrated problem solving ability required.
• Proven knowledge and expertise with University of Calgary and Faculty of Arts policies and procedures.
• Demonstrated ability to influence and build relationships with others.
• Must be open to learning and development, and be willing to accept new challenges and assignments as required.

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 Specialist / Advisor Job Family, Phase 1.

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.