Emerging Scholars Administrator, Faculty of Veterinary Medicine

Description

The Faculty of Veterinary Medicine  is currently seeking a Full-time Regular Emerging Scholars Administrator.

The Emerging Scholars Administrator reports to the Manager, Discipline Teaching Technicians and works closely with the Administrator, Graduate Programs This position is responsible for the administrative support related to UCVM's graduate education/emerging scholar program office and to support smooth operations of programs and services.

The Emerging Scholars Administrator acts as the subject matter expert in the assigned areas of responsibility and is expected to work with minimal oversight, carrying out a high volume of work of moderate-to-high complexity and with short timelines for completion. Working within the framework of the University and Faculty of Veterinary Medicine policies and procedures, the Emerging Scholars Administrator deals with multiple, conflicting and shifting priorities, and is often called upon to make decisions using independent judgment.

This position works 35 hours a week, Monday through Friday, and may occasionally be required to work outside of regular work hours. This position is located at Foothills Campus, but there is potential for occasional work at other campuses or off-campus trips.

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

Office Support:

• At the direction of the Manager and Administrator, maintains accurate and complete records, timely processing of letters, student payments, student grades, collecting of course outlines, distributing current class lists, facilitating class evaluations, etc.
• Supports colleagues during periods of heavy workload, absences and other unexpected interruptions
• Provides administrative support to committees, and defenses (in person, virtual and hybrid).  This may include: room and equipment bookings, menu selection, preparing packages and agendas, parking, taking and transcribing minutes, preparing and distributing notices (hard and/or electronic), and processing expenses

Financial Transaction Support:

• Transactions may include expense reports, P Card reconciliation, interdepartmental billing support, Credit card maintenance support, payment requests for invoice payments and non-employee payments
• Accurate and timely processing of student payments
• :Communications Support (web, teams, marketo, social media)
• Maintains and updates public and internal comms resources related to Research and Emerging Scholars
• Uses most appropriate technology and channels for sharing information

Event Support:

• Assists with basic administration of seminars, conferences and other events, including arranging transportation and accommodations, preparation of itineraries, applications for funding, and completing all necessary forms and requisitions
• Assists with large teaching-related events, including planning, advertising, execution, and clean-up as required

Emerging Scholars Support:

• Supports operations of Emerging Scholars spring and summer activities and opportunities to ensure programs are completed and various requirements are met. Works with central offices, including those in the Research and Graduate portfolios, to ensure student programs and payments are processed timely

Graduate Student Support

• Works closely with the Graduate Programs Administrator to provide faculty and graduate students with referrals to available resources

HR Transaction Support:

• Assists faculty with graduate student, post-doc, and project-funded staff HR transactions, including, but not limited to, Job Opening Requests and Job Change Requests

General:

• Identifies service gaps and opportunities to improve.  Proposes and participates in solutions to team and Manager
• Related duties as required, including providing administrative support to other teams during periods of heavy workload or unexpected absences
• Foster and build collaborative, supportive relationships with internal and external stakeholders related to the university and the Faculty of Veterinary Medicine

Qualifications / Requirements:

• Completion of a post-secondary diploma in administration or related area is preferred
• 3-5 years of experience in administration, experience working in an academic environment is preferred. An equivalent combination of education and experience may be considered
• 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

Application Deadline:  October 8, 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 3.

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.