Administrative Assistant, Engineering Student Centre

Description

The Engineering Student Centre within the Schulich School of Engineering is currently seeking a Full-time Limited Term Administrative Assistant for approximately 12 months.

This position reports to the Manager, Advising in the Engineering Student Centre and will work in a customer-oriented office environment. This office relies heavily on teamwork in order to complete important academic processes and meet very tight deadlines and focuses on the following: providing empathetic and quality advice and service to students; maintaining essential records relating to students and programs; facilitating smooth operation of the undergraduate programs within the Schulich School of Engineering (SSE).

Regular hours are Monday to Friday 8:30-4:30; however, occasionally hours are adjusted to accommodate events. The demands and work volume associated with this position can be significant, particularly during peak periods occurring throughout the year (September, January, March). The ideal candidate will embrace change and thrive in a dynamic team environment.

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

Reception

• Provide excellent and professional customer service in-person, phone, and/or by e-mail.
• Assist or refer students, employers, and other visitors to the appropriate person or place as required.
• Handle immediate inquiries at the reception desk and provide general information to SSE students.
• Monitor and provide routine responses and information to inquiries received to the various inboxes managed within the Engineering Student Centre and Engineering Career Centre or direct as appropriate.
• Inform the Student Advisors when appointments arrive and prioritize walk-in student requests, including booking appointments for Student Advisors if required.
• Collaborate and communicate with Student Advisors to ensure full coverage and efficient and effective service to students throughout peak periods.

Administration

• Provide administrative support from the front desk area as needed as assigned by the Engineering Student Centre leadership team discretion to open and close the queue as needed.
• On a weekly basis ensure the accuracy of the advising schedule for career advising and academic advising.
• Maintain group mailing lists and performing data entry.
• Coordinate the intake and storage of exams as per university requirements.
• Administer the process for making copies of exams available to students in accordance with the University appeals policy.
• Administration related to the process for grade reappraisals and deferred examinations.
• Administration related to PeopleSoft entry for Internship records.
• Schedule and book space for employer interviews in the Engineering Student Centre.
• Approve and maintain internal boardroom bookings.
• May support the logistics of career or experiential learning events/sessions.
• During peak times for the Engineering Career Centre, support with posting internship jobs on Elevate and other administrative duties as assigned.
   

Qualifications / Requirements:

•  Diploma in Office Administration or similar field from a recognized post-secondary institution or an equivalent combination of training and experience.
• Minimum of two (2) years of experience performing similar duties in a professional office environment.
• Experience working in a post-secondary environment and familiarity with UCalgary systems (PeopleSoft, Elevate, D2L, etc.) is a strong asset.
• Excellent computer skills, including high proficiency with the MS Office suite of programs (particularly Word, Excel, and PowerPoint) are required.
• Well-developed communication (verbal & written) and team interaction skills and ability to multi-task is required.
• Strong customer focus, attention to detail and ability to learn quickly.
• Ability to deal effectively and efficiently with high volumes at peak periods (beginning and end of term).
• High levels of professionalism and tact, confidentiality, flexibility, and tenacity.
• Willingness and ability to acquire a knowledge and understanding of University, Faculty, policies, procedures, and systems.
• Web maintenance experience or the desire to learn is an asset.
• High degree of organization with ability to multi-task and meet deadlines.
• High degree of accuracy and attention to detail.
   

Application Deadline:  January 15, 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/Admin 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.