Administrative Assistant, Diagnostic Services Unit

Description

The Diagnostic Services Unit in the Faculty of Veterinary Medicine invites applications for an Administrative Assistant. This Full-time Fixed Term position is for approximately 10 months (based on length of grant funding), with the possibility of extension.

Reporting to the DSU Manager, this position provides administrative support to the UCVM Diagnostic Services Unit (DSU), located at the Spyhill Campus.

The environment is challenging and high-paced, involving phones, external customers, staff, and students with requests for information and work requirements. Strong communication skills are essential to liaise with internal and external individuals in a pleasant and professional manner.

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

• Screen and respond to inquiries regarding the DSU services from internal and external stakeholders taking any necessary and appropriate actions
• Provide excellent and professional customer service by phone, e-mail, or in-person, for example at the DSU Pathology Receiving Desk
• Receive DSU case submissions in a timely and professional manner
• Create and maintain accurate records (accessioning) of case materials (samples, animal tissues, cadavers) received into the DSU using a Laboratory Information Management System (LIMS)
• Interact with external clinics and testing labs as required, for example, to acquire missing information or inquire regarding availability of testing results
• Retrieve, distribute, and enter into the LIMS incoming test results from ancillary laboratories
• Maintain and archive DSU records / case information and update LIMS client data base records as required
• Perform general laboratory maintenance (e.g. ordering, stocking, archiving materials and records, cleaning, entering maintenance work requests into the university system etc.) as required
• Efficiently arranging meetings or seminar logistics, scheduling appointments, meetings, seminars, conferences and teaching which may require room bookings, catering, preparation of documents, minute-taking and distribution
• Assisting the Manager, Operations DSU with internal and external billing inquires. Inputting ancillary testing charges into appropriate cases in LIMS
• Travel arrangements for faculty and visiting lecturers, as well as assisting with conference coordination including: arrangements for transportation and accommodation; preparation of itineraries; applications for funding and submission of expense claims; liaising with travel agency/hotel/airline if related to DSU
• Processing PeopleSoft transactions on behalf of DSU, including travel and other expense claims, procurements (including reconciliation of purchasing card transactions) and non-employee expense/honorarium claims
• Preparing slide presentations and posters using PowerPoint, Adobe or other software as required
• Screening and responding to telephone, email and in-person inquiries from internal and external stakeholders in a professional manner, taking any necessary and appropriate action
• Preparing, shipping and receiving courier packages, collecting and distributing mail, taking necessary action to respond to correspondence when appropriate
• Working closely with the Manager, DSU to ensure operational issues are addressed within existing faculty policies and procedures
• Managing shifting priorities, ensuring all tasks are completed within deadlines in a professional, confidential, and accurate manner
• Fostering a positive, productive and team-oriented work environment
• Taking responsibility for keeping computer skills and personal development up-to-date by attending various training sessions and courses
• Familiarity with University of Calgary's statement on Principles of Conduct and conducting themselves according to these principles in all situations when representing the Faculty or while acting on behalf of the University

Qualifications / Requirements:

• At least 3 years of administrative experience with emphasis on administrative and organizational skills
• Must have at least 6 months of experience working in a veterinary laboratory environment that includes handling of animal tissues
• Post-secondary education in the area of administrative support is strongly desired
• Previous experience in an academic environment is preferred
• Previous customer service experience is preferred
• Previous experience with PeopleSoft expense and e-procurement modules is desirable
• Proven ability to work independently as well as managing conflicting priorities and demands
• Willingness and ability to acquire a knowledge and understanding of University, Faculty, and DSU policies, procedures, and systems
• Familiarity with basic anatomy, physiology, pathology and/or medical terminology is considered an asset
• Strong written and verbal communication skills
• Proficiency with Microsoft Office applications (Word, Excel, and PowerPoint), internet skills
• Web maintenance experience or the desire to learn is an asset
• High degree of organization with ability to multi-task and meet deadlines
• High degree of accuracy and attention to detail

Application Deadline: May 8, 2024

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.

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

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 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 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 (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

Do you have most but not all the qualifications? 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. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.