Administrative Assistant, Major Energy Initiatives, Institute of Energy

Position Overview

The Institute of Energy is currently seeking a Full-time Temporary Relief Administrative Assistant for approximately 18 months.

The University of Calgary is a comprehensive academic and research institution, with a mission to discover new knowledge and translate our discoveries into applications that provide benefits to our local, national and international communities. UCalgary is pursuing the Eyes High strategic vision to become one of Canada's top five research universities. To achieve this goal, the University designed a Strategic Research Plan that identifies six research themes that will leverage our distinct capabilities while addressing the unmet needs and challenges of our society as a whole.

Energy Innovations for Today and Tomorrow is one of six multidisciplinary research themes that are guiding us towards our Eyes High goals. As part of the Energy Innovations for Today and Tomorrow, a number of major initiatives have been identified and implemented. Among these are the Global Research Initiative (GRI) in Sustainable Low Carbon Unconventional Resources and the Canada Excellence Research Chair (CERC) in Materials Engineering for Unconventional Oil Reservoirs.

Reporting to a Manager, Major Energy Initiatives the successful applicant will provide senior level administrative support to the Energy Initiatives and to ensure smooth, efficient and effective operations. The Administrative Assistant will communicate in a pleasant and professional manner with the research and support teams working on the various initiatives, VPR office, and University of Calgary colleagues, faculty, staff, students, and visitors in person, on the phone, and by e-mail. Strong oral and written communication and interpersonal skills are required in order to perform the many duties that require interaction and communication with a broad range of individuals, within the University of Calgary and beyond the University community.

 

Position Description

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

• Providing professional and courteous reception, as point of first contact for people seeking information or assistance.
• Coordinating the onboarding of all new trainees, administrative and technical staff.
• Assisting with all aspects of scheduling and organizing meetings, workshops, seminars, delegations / tours, and special events.
• Responding to queries and provides guidance to the teams involved in the initiatives led by the Office of VPR.
• Providing expert administrative support and providing reminders on key deadlines.
• Identifying, recommending, and helping to implement changes to processes and practices to ensure the smooth and efficient operation of the office.
• Providing leadership and work direction as additional administrative staff are added to the team.
• Entering requests into PeopleSoft, including creating purchase requisitions, submitting expense reports, reconciliation of P-Cards and T-Cards for the Administrative Office.
• Monitoring of bill payments, cash deposits by ensuring all documents are properly completed and signed.
• Ensuring documents are promptly routed to the appropriate parties after processing, maintaining copy of documents for audit purposes and filing.
• Ensuring all expenses are eligible and compliant based on the complex budget.
• Create and maintain accounts payable files, and provide financial updates in an accurate, timely manner and with a high degree of confidentiality.
• Extensive knowledge of reporting requirements for multi-million dollar research projects is required to understand the impact of error at the onset of the financial transaction.
• Process payment of student stipends with the appropriate graduate officer.
• Coordination with researchers to process other compensation related expenses and submission of template-based hires.

Qualifications / Requirements:

• College diploma in Office Administration required. 
• 5 - 7 years of experience in an Administrative Assistant/Receptionist position.
• Ability to ensure visitors have a positive experience, and all stakeholders are addressed in a professional and appropriate matter.
• Strong written and verbal communication skills and the ability to work in a team environment with professionalism, confidentiality, tact, and diplomacy is required.
• Excellent knowledge and proficiency in Microsoft Office applications such as Word, Excel, Outlook, and PowerPoint is required.
• Proven ability to work independently, multi-task, and meet deadlines while maintaining a high degree of accuracy and attention to detail is required.
• Experience with PeopleSoft, other University systems, such as eProcurement, eFIN, or relational databases would be an asset.
• Ability to anticipate needs, plan, organize, coordinate and perform work with little or no direction.
• Previous experience in a post-secondary environment would be an asset.
• Knowledge of university policies and procedures is required.

Application Deadline:  December 3, 2021

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 III.

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.