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Administrative Assistant, Risk Management & Insurance

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Job ID: 16104

Updated: August 9, 2018

Location: Main Campus

Position Overview

The Department of Risk Management & Insurance within Risk is currently seeking a Full-time Temporary Short Term Administrative Assistant for approximately 6 weeks.

The Administrative Coordinator, Risk Management & Insurance provides direct support to the Manager, Operations and Director, Risk Management & Insurance as well provides administrative support for the department.  This individual will support administrative functions in the main office, as well as perform other duties as required. 

Position Description

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

Administrative

  • Provide administrative and clerical support to the Manager, Operations and Director, Risk Management & Insurance and the RM&I team including but not limited to: document preparation and management, booking meetings, producing accurate minutes from a variety of meetings, maintenance and upkeep of filing; creation and maintenance of a bring forward system, etc.
  • Manage telephone inquiries in the main office and direct calls appropriately
  • Provide Reception relief
  • Open and distribute departmental mail
  • Monitor inboxes and provide timely responses to inquiries
  • Generate certificates of insurance
  • Responsible for filing of digital and physical records
  • Prepare and maintain bring-forward items for the Manager, Operations and Director’s attention
  • Order driver’s abstracts and process reimbursements
  • Assist with the annual abstract pull of drivers
  • Update information in the Driver’s and Archibus systems
  • Provide current drivers listings to Motor Pool

This is achieved through the attention to detail and accuracy, meeting of deadlines, and the efficient prioritizing and/or redirection of requests such that required deliverables are delivered in a timely fashion.

Communication/Relationships

  • Assume responsibility for ensuring that they understand the priorities, that the work load is managed and tasks are completed on time
  • As a department that responds to emergencies for the University, this person must re-prioritize work in order to support the department during these situations
  • Pleasantly and respectfully interact with co-workers, supervisors and members of the University community, contractors and suppliers
  • Promote a positive work environment
  • Able to take initiative, make decisions and adapt to change
  • Foster good relationships throughout the department and division as well as with other university units
  • Ensure customer issues are dealt with professionally, efficiently and in a timely manner
  • Ensure professional relationships are developed and maintained with staff in own and related departments

Qualifications / Requirements:

  • This position requires excellent written communication skills and a strong knowledge of Microsoft Office (Word, Excel and Access) as well as knowledge of the university’s email and calendar systems. The ability to learn new systems quickly is essential. Knowledge of the University of Calgary campus and risk management or insurance fields would be beneficial
  • This individual must be able to work independently yet as a dedicated and committed team player. This position requires a high attention to detail, excellent listening and oral communication skills, the ability to seek information efficiently and clear thinking and writing
  • The Administrative Coordinator will be able to work well under pressure, demonstrating good judgment in a fast- paced environment with conflicting priorities, meeting internal and external deadlines. Discretion with confidential material, a high level of tact and professionalism and a strong work ethic are required
  • This individual must have a minimum of 2 years experience in an administrative position where they worked independently

Application Deadline: August 8, 2018

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.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational / Administrative Job Family, Phase II.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website

 

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

 

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