Administrative Assistant: Permanent Full-Time

3 weeks ago

Calgary AB, Canada University of Calgary Full time

Administrative Assistant, Academic Partnerships and Indigenous Development
The Faculty of Nursing is currently seeking a Full-time Limited Term Sr. Administrative Assistant Academic Partnerships and Indigenous Development for approximately 24 months.
The Senior Administrative Assistant, Academic Partnerships reports directly to the Director of Faculty Operations. There is also a strong linkage requiring day-to-day collaboration and support to the Assistant Dean, Academic Partnerships, Assistant Dean, Faculty Development, Director, Indigenous Initiatives, Manager, Mental Health and Wellness, and the Manager, Technology Integrated Learning.
This position is responsible for providing administrative support to the above listed roles and for the delivery of services within the Academic Partnerships portfolio. As such this position requires the ability to consistently use discretion, maintain professionalism, confidentiality, and composure under pressure, demonstrate adaptability and flexibility, and provide efficient, quality service. The Senior Administrative Assistant requires highly developed organizational, analytical and problem- solving abilities to deal effectively with complex tasks and initiate changes to work processes or problem solve to resolve issues as needed in the Undergraduate program. This is a regular full-time position and is part of the AUPE bargaining unit. The normal workday is 7 hours per day, five days per week, Monday through Friday. Provide administrative support for the two Assistant Deans that includes:
Ensure that the Assistant Deans are informed of meetings and appointments, making certain that work is prepared in advance of these activities and required logistics and materials have been assembled;
Enter, process and reconcile expense claims;
Perform administration related to each of the Assistant Dean's teaching requirements
Provide some administrative support for the two Managers that includes:
Zoom, MS Teams), preparing meeting packages, ordering food and beverages, setting up registration agendas and minutes and following up on action items;
Enter, process and reconcile expense claims;
Develop and initiate changes to processes to gain efficiency, both for own portfolio and for individual projects
Ensure continuous development and streamlining of administrative processes, procedures, and workflow
Assist with special projects as assigned by Director of Faculty Operations or Assistant Deans. College diploma in Administration or Business preferred.
A minimum of seven (7) years of administrative experience in a university setting with at least five (5) years at a senior administrative level supporting multiple individuals.
Ability to relationship build to meet the administrative requests of others and develop strong positive working relationships is essential.
High level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, and Access), Adobe Acrobat, Publisher, Teams, Sharepoint and Outlook is essential.
Experience working with web-based systems and the ability to update and maintain web-based systems is required.
Knowledge of the University's culture, policies, and practices is required.
Previous experience in PeopleSoft or other Enterprise Resource Planning (ERP) program is considered an asset.
Demonstrated knowledge and understanding of Indigenous people, governance, culture, history, community dynamics and protocols is an asset
This position is part of the AUPE bargaining unit, and falls under the Operational/Administartion Job Family, Phase 3 .
It is Canada’s leader in the creation of start-ups . The University of Calgary has launched an institution-wide Indigenous Strategy 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.
As an equitable and inclusive employer, 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 strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ( [email protected] ) and requests for accommodations can be sent to Human Resources ( [email protected] ).
Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
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