Administrative Coordinator, Undergraduate Science Centre

Description

The Undergraduate Science Centre in the Faculty of Science is currently seeking a Full-time Regular Administrative Coordinator.

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.

Reporting to the Manager, Undergraduate Experience, the Administrative Coordinator is responsible for providing comprehensive administrative support to the programs in the Faculty of Science

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

• Coordinates course outline approval process, ensuring that templates are comprehensive and reflect updated university, and faculty policies and procedures
• Manages document retention supporting course offerings, including course outlines, gradebooks and change of grade requests
• Provides administrative support to the unit; answering phone inquiries, responding and triaging email and assisting and resolving visitor inquiries
• Uses a thorough knowledge of program degree requirements as detailed in the University of Calgary calendar, to triage student questions to the Student Advising team as appropriate
• Works to support the Scheduling Specialists with timetabling, specifically data entry
• Provides recommendations to Scheduling Specialists on space allocation for courses as related to timetabling
• Supports Independent Study offering for individual students, as required
• Monitor and process lab exemption requests
• Supports exams, course evaluations and grade submissions and changes
• Processes Department Nominated awards
• Works closely with the Science Work Integrated Learning and Experiential Learning teams, assesses students' academic background to ensure they meet program requirements and/or prerequisites for experiential and work integrated learning opportunities
• Maintains accurate and student current records (Elevate (Orbis), PeopleSoft)
• Administratively supports the experiential learning programs within the Faculty of Science
• Maintains accurate statistics on students in experiential and work placements; updates external databases as required
• Organizes files on LAN/ SharePoint, OneDrive and physical files as needed; maintains files according to FOIP and document retention rules
• Provide administrative support such as printing, scanning, shredding, room bookings, supply ordering and maintenance
• Provides recommendations to gain efficiency in administrative processes; acknowledge and respond to requests and general inquiries
• Provides support for organization, including set up and running of events and office meetings as required
• Liaises with Enrolment Services, Admissions, and other units as appropriate

Qualifications / Requirements:

• A post-secondary credential (degree, certificate, diploma) is required or equivalent experience
• Minimum 2 years administrative experience required
• Experience working in a large, dynamic team with proven personal effectiveness and productivity is an asset
• Ability to work independently to meet tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required
• Excellent interpersonal and communications skills required
• Strong time-management abilities with the ability to prioritize tasks
• 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
• Results oriented, flexible, resourceful, and innovative
• Intermediate computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) required.
• Previous experience with PeopleSoft, SharePoint, PureCloud, Cognos, PowerBI, Qualtrics and Orbis an asset
• Experience interacting with and supporting undergraduate and graduate students is considered an asset
• Knowledge of university policies and procedures associated with the portfolio supported is preferred.
• Ability to build relationships to accomplish goals with diverse groups within and outside of the Faculty of Science is essential
• Maintain composure and professionalism in high-pressure situations

Application Deadline: May 9, 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.