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Administrative Assistant, President Operations, President's Office

Job ID: 17077

Updated: December 7, 2018

Location: Main Campus

Position Overview

The Office of the President is currently seeking a Full-time Temporary Limited Term Administrative Assistant for approximately 1 year.
 

The Administrative Assistant is a key member of the Office of the President team, reporting directly to the Executive Director, at the University of Calgary. The Administrative Assistant provides administrative support to the entire President's office team, including the President.  This position requires the ability to work under pressure (occasional medium to high level of stress) in a fast paced environment.  Considerable discretion is also necessary as the position is privy to and works with sensitive, highly confidential information. The work environment is one where there is continuous change, shifting priorities and frequent interruptions. Establishing and maintaining the level of professional relationships that support exceptional collaboration and problem solving is essential for success in this position.

As a member of the Office of the President the administrative assistant has a shared responsibility to ensure that the president is well supported in all activities. The nature of the work performed provides an opportunity for the incumbent to demonstrate problem-solving abilities and increasing responsibility through initiative, self-motivation, and professional development.

Position Description

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

  • As a member of the Office of the President the administrative assistant has a shared responsibility to ensure that the president is well supported in all activities. The nature of the work performed provides an opportunity for the incumbent to demonstrate problem-solving abilities and increasing responsibility through initiative, self-motivation, and professional development
  • Management of financial responsibilities of the department such as paying invoices and expense reports; responsible for the monthly reconciliation of accounts and assisting with the quarterly reporting to president on budget
  • Responsible for completion of the president’s expense reports and ensuring that bi-monthly disclosure process is completed in a timely and efficient way without error
  • Responsible for booking president’s travel – the President travels extensively throughout North America and internationally throughout each academic year and follows up with preparing expense reports
  • Provides back up to the Executive Assistant with scheduling and preparing day packages for the President
  • Working under the Operations Manager to deliver on the logistics and details of each event hosted and managed out of the president’s office (e.g. President’s Reception for Long Service and Retirees that has approx. 600 attendees)
  • Strategic management of calendars for Executive Director, applying standards that provide a balance between meeting and office/work time, reflect realistic priorities in terms of who and when to book into the calendar, and allow sufficient flexibility for shifts in response to quickly-changing agendas
  • Document management including scanning, filing of contracts and a high volume of daily correspondence;  responsible for file archiving
  • Meeting preparation for various committees, provision of catering, audio-visual and computer requirements for meetings, room bookings, meeting set-up and clean-up
  • Variety of office duties including drafting of various documents and assisting the events coordinator in the delivery of events hosted by the president
  • Ensures all incoming and outgoing correspondence is logged and scanned into the system electronically; utilizes a bring-forward system as needed to ensure that materials for board meetings, agendas, etc. are presented in a timely manner
  • Develop and initiate changes to existing administrative procedures and practices to help the department meet strategic priorities
  • Other duties as required by the Executive Director and other members of the Office of the President

Qualifications / Requirements:

  • A post-secondary certificate in an office administration program
  • 1- 5 years experience in an administrative assistant roles within a professional environment, preferably within an executive office.  An equivalent combination of education and experience may be considered
  • Must be able to work independently and with minimal supervision, and yet be a dedicated and committed team player.  In the President's office the individual must demonstrate tact, diplomacy, and professionalism, and be able to exercise discretion in dealing with highly sensitive and confidential matters
  • Excellent communication skills, both written and verbal, including the ability to communicate professionally with internal and external stakeholders at all levels.
  • Must be able to act decisively and to exercise a high degree of initiative
  • Superior proficiency in Microsoft Office suite, including SharePoint (Familiarity with PeopleSoft is an asset)

Application Deadline:  December 21, 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 classified in the Management and Professional Career Band, Level 3 of the Management and Professional Staff Career Framework.

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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