Administrative Coordinator to The Dean

1 week ago

Calgary, Canada The University of Calgary Full time

**Position Overview**

The **Faculty of Kinesiology** is currently seeking a Full-time Regular **Administrative Coordinator**.

This position provides administrative and personal support to the Dean of the Faculty of Kinesiology and additional administrative support to other members of the Dean's Office leadership team. This position reports to the Manager, Academic Programs and Administration and receives direction and oversight from the Dean.

**Position Description**

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

- Provides senior level administrative and organizational support to the Dean.
- Management of the Deans time, by organizing the Deans daily calendar, including setting up meetings, prioritizing events.
- Ensures the Dean is informed and knowledgeable with procedures, policies, deadlines and commitments by providing accurate minutes and documents as required.
- Prepares confidential correspondence on behalf of the Dean and assists in drafting, reviewing, editing and/or revising letters that require the Deans signature.
- In a senior administrative capacity, supports all major meetings for which the Dean is responsible.
- Represents the Deans office in communication with all levels of the Faculty, the University, Government agencies and other stakeholders.
- Liaise with other University departments and offices such as but not limited to the Offices of the Provost, VP Research, Campus Infrastructure, Financial Services, Supply Chain Management to obtain information in support of Faculty objectives and projects.
- Exercises discretion to determine when matters can be addressed by others and when the Dean should be consulted.
- Attends meetings with the Dean and records minutes, prepares agendas and supporting documentation for distribution.
- Logs and tracks incoming mail and follow up on deadlines and tasks to be done, exercising discretion for rerouting or delegating the above where appropriate.
- Ensures correspondence, telephone calls and other communication reflect a positive image of the Faculty of Kinesiology, and that confidentiality is maintained at all times.
- Responsible to assist with HR Academic related processes, working closely with HR, as assigned by the Dean.
- Coordinates annual events, as requested by the Dean, such as Faculty Retreats.
- In conjunction with others members of the Dean Office, ensures that at all times the Office of the Dean is perceived as a professional, respectful and is an inviting area.
- Other duties, projects or assignments as determined by the Dean or the needs of the Faculty of Kinesiology.
- Responsible for the (two) administrative positions that provide academic administrative support, ensuring high level of service / interaction with the academics.
- Provide direction for administrative staff on academic process, leadership for growth and development for staff.
- Responsible for arranging vacation coverage to ensure Dean's office is appropriately staffed.
- Accountable to direct completion of general Dean's office administrative tasks (filing, mail sorting, reception schedule) to support the Faculty of Kinesiology.
- Maintains an effective filing system and record of correspondence, documents, decisions, policies, and other related material provided to or produced by the Deans office.

**Qualifications / Requirements**:

- A post-secondary education and a minimum of five years work experience in a senior or executive administrative role.
- Knowledge of university administration, academic understanding and PeopleSoft knowledge would be an asset.
- The ability to work independently and to organize and complete work with mínimal supervision is necessary.
- Requires well-developed organizational skills with the ability to use exceptional judgment and discretion and proven successful teamwork.
- Requires highly developed communication skills using tact and diplomacy.
- Strong written and verbal communication skills are required, as well as the ability to deal with all internal and external stakeholders in a professional manner.
- Excellent administrative and organizational skills with the ability to set priorities and meet objectives. Demonstrates initiative and a willingness to perform tasks assigned.

**Application Deadline**: February 13, 2024

**Additional Information**

This position is classified in the** Management & Professional Career Band, Level O4 **of the Management and Professional Staff Career Framework.

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 thin

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