Senior Department Administrator, Faculty of Science

Description

The Research and Admin Services Team in the Faculty of Scienceis currently seeking a Full-time RegularSenior Department Administrator.

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 driven discovery and contribute solutions to society's grand challenges. For more information, visit science.ucalgary.ca.

The Senior Department Administratorwill report to the Manager, Science Administrative Servicesand provide senior level administrative and organizational support to the Faculty of Science. The Senior Department Administrator is responsible for overseeing the day-to-day administrative requirements and support through the application of sound knowledge of the Faculty of Science departmental operations. This requires highly developed skills of utilizing exceptional judgement, critical thinking and professionalism to address complex issues.

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

• Support Manager, Science Administrative Services, Department Heads, Associate Heads and Departments in making decisions related to administrative support by, directing administrative tasks, analyzing and solving complex problems with intent of provision of better service.
• Act as a role model dealing effectively with complex issues using expertise, judgement, and professionalism.
• Support Department Head in academic, administrative and research related processes, including scheduling, APR support, RSL, workload assistance, executive meetings, agendas, meeting notes and/or minutes.
• Support the Faculty of Science on institutional changes and system upgrades.
• Participate as a contributing member on Faculty of Science and departmental committees.
• 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 (e.g. answering telephones, email, assisting and resolving visitor inquiries, triaging student, staff and faculty needs and making referrals to appropriate resources and staff, responding and tracking incoming and outgoing correspondence).
• Distribute and maintain database of keys issued to Graduate Students, Faculty members, and visitors as well as maintaining CO-200 card swipe access and building access as required.
• Foster and maintain cooperative and trusting relationships with stakeholders (both internal and external) to provide seamless and efficient support.
• Provide administrative support, such as room bookings, supply ordering, meeting agendas and minutes.
• Receive and deliver incoming mail and couriers.
• Submission and follow-up of all Facilities Archibus requests, telephone installs etc.
• Organize files on LAN, OneDrive and physical files as needed; maintain files according to FOIP and document retention rules.
• Provide administrative support for academic and sessional hiring processes, including document collection, offer letter creation/distribution, TBH, etc.
• Provide solutions to problems based on experience and existing practices or procedures.
• Provide full administrative duties related to arrangements of meetings and management of schedules, ensuring effective use of time.
• Support Manager, Science Administrative Services in preventing and anticipating conflicts well in advance by proactively planning and assessing situations.
• Provide backup coverage within portfolio and assist team members with hiring and other processes, if/when required.
• Encourage a collaborative team by providing support to team members in the day-to-day and planned activities within the portfolio.
• Maintain required records for incoming and outgoing staff.
• Coordinate and direct requests for room assignments, keys and technology as required.
• Ensure that the Faculty's Directory Manager, IT, Marketing/Communications, and Facilities are aware of room assignments and correct phone number.
• Manage and implement orientation, onboarding and off-boarding processes (e.g., access to UCIDs, email, learning management system, keys, telephones) including coordination and participation in the orientation days.
• Collaborate with the Space Administrator and EHS partner to ensure lab clearances are completed during off-boarding.
• Provide oversight for collection and verification of data pertaining to employment requirements.
• Support occupational health and safety documentation requirements and related tracking of information at hiring and ongoing.

Qualifications / Requirements:

• A completed certificate or diploma in Business, Office Administration or related field.
• Highly skilled in a range of processes, procedures and systems used to carry out assigned tasks.
• Minimum of 5 years of experience in Senior Administration with an emphasis on supporting teams and directing work.
• Experience working in a large, dynamic organization with proven personal effectiveness and productivity.
• Skills in supervising employees, including providing feedback, dealing with conflict and managing performance.
• Ability to communicate effectively and confidently while maintaining attention to detail and exercising discretion when disseminating information to others.
• Ability to think critically and creatively under pressure while exercising good judgement and discretion.
• Demonstrated ability to be resourceful, creative, innovative, and flexible.
• The ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines.
• Must possess advanced computer skills including MS Office Suite (Teams, Word, Outlook, PowerPoint, and Excel) and Adobe Acrobat Pro.
• Previous experience with PeopleSoft, SharePoint, is an asset.
• Experience with web content management systems is an asset.
• Knowledge of university policies and procedures associated with the portfolio supported is an asset.

Application Deadline: June 14, 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/AdministrativeJob Family, Phase 3.

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.