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Office Administrator, Office of Equity, Diversity and Inclusion, Provost and VP Academic

Job ID: 21749

Updated: November 20, 2020

Location: Main Campus

Position Overview

The Office of Diversity, Equity and Inclusion within the Provost and VP Academic is currently seeking a Full-time Regular Office Administrator. 

The Office Administrator reports the Vice-Provost (Equity, Diversity and Inclusion), and plays a key role in providing comprehensive administrative support to the Vice Provost, supporting other staff within the Office of EDI, managing OEDI's business operations, and supervising work of the casual hourly, part-time employees and student hourly employees.

It can be a high demand position depending on issues arising, many of which are of a confidential nature. Considerable discretion is necessary as the position is privy to, and works with sensitive, highly confidential information. The incumbent must juggle multiple priorities and demands in a day-to-day environment that is constantly changing. High level of expertise and knowledge of business operations such as budget management, events management, interpersonal communications, design and marketing skills, and exceptional understanding of the University's mission, values and operating procedures is required in this role. Strong organizational skills are essential to meet deadlines and manage multiple projects at various times. Incumbents are fully responsible for completing their own work and ensuring that tasks are completed by the within applicable deadlines.

The incumbent demonstrates strong communication, leadership, negotiation, and client services skills and fully understands impact of his/her/their decisions. Critical to the success of this position is the ability to remain flexible, calm, supportive and professional as the point person when greeting individuals arriving at the Office for help with often challenging issues like discrimination or ethical breaches. The incumbent must model the mandate and values of the Office of Equity, Diversity and Inclusion, as well as be a resource to staff, students and faculty inquiries and to the Vice-Provost (Equity, Diversity and Inclusion) on University practices. High accuracy regarding university policies, practices and procedures is required to mitigate client stress, as well as protect the reputation of the OEDI and the University on sensitive equity, diversity and inclusion matters.

The incumbent must be able to work independently with minimal supervision or no formal on diverse tasks that require a broad range of knowledge and skills, and sets own and supervised staff's priorities and deadlines. Respect for confidentiality at all times is critical. The incumbent develops or initiates changes to procedures and practices and exercises decision making in a variety of areas including staffing, budgeting and office management. The incumbent has frequent interaction with senior administration, internal, and external clients, and regularly demonstrates strong client relation skills while actively marketing and promoting the services of the office.

Position Description

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

  • Maintains the communication and coordination functions necessary to support the Vice-Provost Equity, Diversity and Inclusion and the Office of EDI in managing OEDI operations
  • Acts as information resource for staff in OEDI
  • Actively manages the budget for the OEDI and ensures budget forecast reports are prepared and submitted that meet university's reporting deadlines
  • Deals with shifting priorities ensuring all deadlines are met on time
  • Liaises with internal and external personnel and agencies in a courteous and professional manner
  • Handles complex, stressful situations with confidentiality and diplomacy

Qualifications / Requirements:

  • Minimum 3 years administrative experience at a senior level required
  • Bachelors degree or equivalent experience required
  • Knowledge of, and commitment to, equity, diversity, inclusion and human rights
  • Previous experience at the University of Calgary is an asset
  • Must be comfortable working and communicating with all levels of staff, including senior leadership team
  • Ability to direct, coach and supervise others, and ensure staff takes relevant training for effective performance
  • Must be discrete and able to handle highly confidential and sensitive material and issues
  • Strong organizational and time management skills with ability to set priorities and meet deadlines
  • Ability to work independently, using initiative and good judgement
  • Strong computer skills in MS Office, Social Media, MS Teams, Zoom, Survey Monkey, Doodle Poll, PeopleSoft Expense and Procurement
  • Draft and send correspondence to faculty, staff and student teams regarding regarding the OEDI operations
  • Proven ability to work as part of a team
  • Excellent communication (oral, written) and people skills
  • Ability to plan, coordinate and perform work, work with minimal supervision and direction, using good judgement and commitment to ensure work as appropriately prioritize and completed with timelines
  • Outstanding interpersonal skills with ability to communicate with faculty, students, staff and the public in professional manner during times of stress
  • High degree of confidentiality
  • Highly developed written and verbal communication skills
  • Knowledge and appreciation of Equity, Diversity, Inclusion, and reconciliations
  • Familiarity with the University of Calgary policies, procedures and culture would be an asset
  • Intercultural Competency and strong understanding on Indigenous people's culture
  • Understanding of human rights legislation and equity, diversity and inclusion issues

Application Deadline:  December 1, 2020

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 has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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.

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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