Administrative Coordinator, Faculty of Kinesiology

Position Overview

The Faculty of Kinesiology is currently seeking a Full-time Temporary Relief Administrative Coordinator for approximately 6 months.

Reporting to the Executive Assistant to the Dean and working closely with other staff members in the Administrative Support Services Team, this position will provide support to multiple faculty member(s) of Kinesiology in the areas of teaching and research. Most work is conducted during business hours. As an Administrative Assistant you will handle constant, multiple, conflicting and shifting priorities while working within the framework of the University of Calgary policies and procedure. While providing the exceptional customer service and administrative skills, you will often be called upon to exercise judgment within these established guidelines. This role offers a challenging working environment featuring high volumes and variety of work with constant interruptions. This position also requires a high level of technical expertise including proficiency in most MS Office applications. There will be periods of high volume with strict deadlines, as in preparation of grant applications for the faculty member, academic annual reporting, teaching requirement, as well as other documentation where you will assist the faculty members. Requires communication in a pleasant and professional manner with visitors, staff and students in person and by e-mail with requests for information and work requirements.

This position is designed to administratively support the faculty members within the Faculty of Kinesiology at the University of Calgary, acting as a resource and ensuring work requirements are consistently met on a daily basis. This role is responsible for back filling other Administrative Assistants during vacation, and various leave of absences, acting in and delivering on the accountabilities and responsibilities of the Administrative Assistant. Additionally, the Administrative Assistant will provide support to the Executive Assistant to the Dean.

Position Description

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

Faculty Support

• Act as information resource for other administrators in Faculty by producing and updating procedure manual for position.
• Keep faculty members web profiles and contact page updated.
• Act as resource for faculty enquiries regarding University regulations, Faculty policies, Microsoft software, grant regulations, etc. Creating job aids and providing one on one support when needed.
• Must be able to interpret and understand eligibility requirements pertaining to internal applications to the University Research Grants competition, as well as external applications to the SSHRC and NSERC competitions
• Review research grant applications for completeness
• Facilitate Pre & Post award admin
• Liaise with R&T admin to ensure projects are closed out properly
• Hiring students and Postdocs for research projects according to AUPE & HR regulations
• Staff Hires for labs (AUPE)
• Confirm funding for new hires
• Post Doc coordination which includes hiring, submitting job changes and terminations.
• Coordinates and organizes submissions for Research and Scholarship leaves.
• Maintain faculty files electronically and in an organized manner to be shared between other admin assistants.
• There are periods of high volume with strict deadlines e.g... Grant applications, as well as teaching requirements, and other documentation.
• Extreme confidentiality required in dealing with sensitive issues and information on faculty recruiting, promotions, assessments, merit increments, tenure and renewal of faculty appointments.
• Required to use a high degree of initiative in dealing with the requirements for Faculty member recruitment, promotion, assessments, increments, etc. within this Faculty.

Administrative Support

• Greets visitors in a pleasant and courteous manner.
• Answers phones and e-mail enquiries - routes callers and takes messages; provides routine information.
• Strong communication skills are required to liaise with internal and external staff and agencies in a pleasant and professional manner and act as a resource person.
• Submit PERs, P-card reconciliation, and travel advances/claims, expenses, etc. accurately and timely.
• Receives deliveries and incoming mail. Distributes/sends faxes, mail, couriers.
• Updates and maintains the campus directory and departmental contact lists.
• Responsible for checking department email accounts and redirecting as appropriate.
• Maintains the outer office reception area and the general office work area to ensure overall cleanliness and organization.
• Send and receive courier packages and collect, sort and distribute mail.
• Participate as part of a team to provide administrative support coverage during absences.
• Reports to the Executive Assistant to the Dean, Faculty of Kinesiology on a regular basis.
• Deals with constant shifting priorities on a daily basis.
• Works within the framework of the University and Faculty of Kinesiology policies and procedures and is called upon to make decisions and use independent judgment as required.
• Take responsibility for keeping computer skills and personal development up-to-date.
• Challenging, high paced environment, involving phones, visitors, staff and students with requests for information and work requirements.
• Website content and updates as required.

Qualifications / Requirements:

• Minimum Grade 12 diploma supplemented with 2-4 years working experience with significant administrative experience with highly developed organizational skills.
• Strong written and verbal communication skills are a necessity.
• Proven ability to work independently.
• The ability to multi-task and effectively work with all employee groups, dealing with tact and diplomacy in all situations.
• High level of understanding and capability of office administrative practices.
• Ability to retain knowledge of a variety of informational resources and requirements.
• Intermediate to expert user of the technical systems, including Microsoft Office Suite, Peoplesoft and web navigation, FTIN and SIS.
• Understanding of University environment would be an asset.
• Strong organizational and time management skills with ability to set priorities, meet deadlines and multi-task.
• Ability to work independently, using initiative and good judgment.
• Proven ability to work as part of a team.
• Excellent interpersonal skills with ability to communicate with faculty, students, staff and the public in a pleasant and professional manner.
• Former experience in a university would be an asset.
• Extensive knowledge of guidelines/procedures of various national and international granting agencies would be an asset.

Application Deadline:  December 09, 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 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. For more information about the Faculty of Kinesiology visit Careers in the Faculty of Kinesiology.

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.