Senior Administrative Assistant, Research, Faculty of Veterinary Medicine

Description

The Faculty of Veterinary Medicine invites applications for a Senior Administrative Assistant. This Full-time Fixed Term position is for approximately 24 months (based on length of grant funding), with the possibility of extension.

The Senior Administrative Assistant, Research reports to the Manager, Discipline Teaching Technicians and supports the activities of the Associate Deans, Research, and the Associate Dean, Emerging Scholars. 

This position is responsible for administrative support related to UCVM's research programs, including but not limited to: organizing and supporting research/ interest groups and activities, seminars, meetings, and thesis defenses; maintaining and updating research-related websites; providing support for visiting scholars, speakers, graduate students, and Post-Doctoral fellows. Another key area of responsibility is research-related financial transaction support, including p-card and expense reconciliation.

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 and for off-campus trips.

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

Meeting & Committee Support (Research/ Interest groups, Thesis Defenses, Seminars):

• Provides administrative support to committees, groups, seminars and defenses (in person, virtual and hybrid)
• Coordinates 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

Visiting Scholars, Special Guests & Speakers:

• Coordinates and provides administrative support by arranging travel, accommodations, scheduling meetings and seminars (in person, virtual and hybrid)
• Coordinates and manages logistics for meetings and seminars which may require room bookings, menu selection, preparing agendas, taking and transcribing minutes, preparing and distributing notices, and processing reimbursements for candidates
• Onboarding for visiting researchers

Financial Transaction Support (for expenses related to research):

• Responsible for coordinating and processing financial transactions. Transactions may include expense reports, P Card reconciliation, interdepartmental billing support, Credit card maintenance support, payment requests for invoice payments and non-employee payments
• Works closely with the Administrative Assistant, Emerging Scholars to coordinate and delegates transactional workload

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 coordination and logistics for 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

Graduate Student Support: 

• Works with the Administrator, Graduate Education and Administrative Assistant, Emerging Scholars to provide faculty and graduate students with referrals to available resources
• Supports colleagues during periods of heavy workload, absences and other unexpected interruptions
• Identifies service gaps and opportunities to improve.  Proposes and participates in solutions to team and Manager

Qualifications / Requirements:

• Post-secondary education in the area of administrative assistance, combined with 3-5 years of progressive experience, preferably in an academic environment, is required
• High level of proficiency with Office365 applications (Word, Excel, Teams, and PowerPoint) is required
• Ability to quickly learn how to operate a wide variety of software at an intermediate level including, but not limited to: PeopleSoft, Yuja, Qualtrics, Marketo, Adobe applications and web content management system is required
• Superior organizational skills with the ability to set priorities and meet objectives is required
• Strong written and verbal communication skills and with a very high degree of accuracy and attention to detail is required
• Proven ability to work independently, multi-task, and manage conflicting priorities and demands is required
• Proven ability to work in a team environment, both as a leader and contributor, is required
• Experience maintaining confidentiality with highly sensitive information is critical
• Experience with UCalgary and UCVM policies, procedures, and systems (or other large public institutions) is an asset
• Previous experience with PeopleSoft and/or e-procurement and financial software is an asset
• Proven ability to work in an open-space environment that is complex, changing and at times stressful, is critical to the role

Application Deadline:  December 5, 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.