Faculty Administrative Support, Faculty of Science

Position Overview

The Faculty of Science is currently seeking a Full-time Regular Faculty Administrative Support.

The Faculty of Science has been catalyzing change and inspiring discovery, creativity, and innovation for over 50 years. Our strategic direction integrates current and emerging strengths with areas targeted for future growth and investment. Our strategic priorities, goals, and values guide our mission to advance research, scholarship, and innovation, create authentic learning experiences, and inspire careers of the future. We fuel transformational change, and build a strong community through teaching, learning, research, scholarship, and collaborative partnerships. We do this work to generate curiosity-drive discovery and contribute solutions to society's grand challenges. For more information, visit science.ucalgary.ca.
 

We thrive in the dynamic context of the University of Calgary, one of Canada's most youthful and innovative universities. We are a bold and ambitious research university, grounded in innovative learning and teaching, fully engaged in Calgary's entrepreneurial spirit.

The Faculty Administrative Support is the first point of contact for all visitors to the office in which they are supporting and will provide an advanced level of administrative and organizational support to the Faculty of Science.  The Faculty Administrative Support will also provide administrative support to associate deans and program Directors (and/or other faculty leadership as required) including, calendar maintenance, responding to general inquiries, assisting with correspondence, and organizing travel arrangements as required.

Position Description

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

Reception and Administrative Support

• Promote a positive atmosphere ensuring visitors experience a positive, helpful, and welcoming environment.
• Maintain the office reception area, and general office spaces to ensure overall cleanliness and organization.
• Coordinate, provide and oversee the primary reception for the office in which they are assigned to work (e.g. answer telephones, email, assist and resolve visitor inquiries, triage student, staff and faculty inquiries and make referrals to appropriate resources and staff, respond and track incoming and outgoing correspondence, deliver mail and couriers).
• Foster and maintain cooperative and trusting relationships with stakeholders (both internal and external) in order to provide seamless and efficient support.
• Provide administrative support such as printing, scanning, shredding, room bookings, supply ordering and maintenance.
• Submit and follow up on all Archibus requests, telephone installs, etc.
• Administrative coordination of projects within the Associate Dean and Program Director profiles.
• Effectively manage the day-to-day calendar and schedule of the Associate Deans and Program Directors they are assigned to support in order to resolve conflicts well in advance and ensure that regular ongoing meetings with team members and external contacts take place.
• Manage and provide administrative support to ensure that the day-to-day and planned activities within each of the portfolios are completed in a timely, accurate and professional manner to support the effectiveness of each associate dean.
• Acknowledge and respond to requests and general inquiries related to associate dean portfolios.
• Track, prepare, and report on the monthly PCard and travel and expense card reconciliation for the associate deans.
• Organize documentation and background information to prepare the associate deans and program directors for focus groups, workshops and other meetings related to their respective portfolios. This includes organizing agendas, taking and distributing minutes.
• Undertake continuous development and streamlining of administrative processes and procedures to assist the associate deans and program directors with day-to-day and complex tasks.
• Complete correspondence and generate reports and statistics related to support, with data collection and analysis of the programs, workshops, and seminars implemented by the associate deans.
• Assist with correspondence, including drafting presentations, posters, emails, briefing notes for meetings, brochures, and monthly reports.
• Organize documentation and background information to prepare associate deans and program directors for workshops and other meetings related to their portfolios.

Qualifications / Requirements:

• Post-secondary degree or diploma (or equivalent) required.
• Minimum 5 years administrative experience required.
• Experience working in a large, dynamic team with proven personal effectiveness and productivity is required.
• Excellent interpersonal and communications skills required.
• Proven organizational skills, multitasking and high attention to detail required.
• Ability to think critically and creatively under pressure while exercising good judgement and discretion required.
• Demonstrated ability to be resourceful, creative, innovative, and flexible required.
• The ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required.
• Advanced Computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) required.
• Experience interacting with and supporting undergraduate students is considered an asset.
• Previous experience with PeopleSoft, Orbis, QLess, Purecloud, Qualtrics is considered an asset.
• Experience with web content management systems will be considered an asset.
• Knowledge of university policies and procedures associated with the portfolio supported is an asset.

Application Deadline:  December 7, 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. 

COVIDSafe Campus Strategy

The University has implemented a new Vaccination Directive that requires all faculty and staff to be fully vaccinated against COVID-19 by January 1, 2022. You will be required to upload proof of vaccination prior to commencing your duties. Please review the COVIDSafe Campus website for further information and access to additional resources.

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.