Executive Assistant to The Dean, Faculty of Science
2 weeks ago
**Position Overview**
The **Dean's Office** in the **Faculty of Science** is currently seeking a Full-time Regular **Executive Assistant to the Dean**.
Reporting to the Dean, this regular, full-time position provides senior level administrative and advisory support to the Dean. This position requires an in-depth knowledge of University and Faculty policies and procedures as well as a comprehensive understanding of the Dean's priorities, portfolios, and commitments. This position deals with highly confidential materials and requires the ability to exercise considerable discretion, judgment and independent decision making concerning the effective management of information, both internally and externally.
**Position Description**
**Summary of Key Responsibilities** (job functions include but are not limited to):
- Schedule and manage the Dean's appointments, meetings, Donor meetings, and events.
- Arrange and organize meetings, including preparing agendas, attending meetings, and taking minutes.
- Draft and prepare official correspondence on behalf of the Dean.
- Facilitate communication between the Dean and other faculty, staff, students, and external stakeholders.
- Make travel arrangements for the Dean, including booking flights, accommodations, and transportation.
- Manage T&E Card and Expense Claim Submission in a timely manner.
- Organize and maintain the Dean's files, documents, and records.
- Assist in document preparation, editing, and proofreading.
- Assist in managing the Dean's worklist, reviewing expenses, tracking expenses, and approving.
- Disseminate information to relevant departments, faculty, and staff on behalf of the Dean.
- Conduct research and provide background information on various topics as requested by the Dean.
- Provide general administrative support, including photocopying, filing, and office organization.
- Handle sensitive information with discretion and maintain confidentiality.
- Collaborate with other administrative staff and departments to facilitate seamless operations.
- Address and resolve routine issues and inquiries on behalf of the Dean.
- Represent the Dean in a professional manner when interacting with internal and external stakeholders.
- Coordinates activities for a variety of committees (Chaired by the Dean and/or Vice-Dean).
- Strategic Planning Implementation Management.
**Qualifications / Requirements**:
- A university degree or equivalent experience with a minimum of five years of related senior administrative experience.
- Effective time management skills, the ability to balance multiple priorities and task coordination skills are essential due to the large volume of work.
- Experience working in a large, dynamic organization with proven personal effectiveness and productivity.
- Ability to communicate effectively and confidently while maintaining attention to detail and exercising discretion when disseminating information to others.
- Excellent advanced skills in digital technology tools such as Microsoft Office Applications (Word, Outlook, Excel), document sharing platforms (SharePoint, MS Team).
- Requires exceptional organizational, research, analytical and time management skills with ability to use exceptional judgment and discretion.
- Exemplary interpersonal and communication skills are essential.
- Ability to act decisively and exercise a high degree of initiative and judgement.
- A high degree of accuracy and attention to detail is required, with the ability to prioritize often conflicting demands.
- 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.
- Previous experience with PeopleSoft, SharePoint, is an asset.
- Knowledge of university policies and procedures associated is an asset.
**Application Deadline**: March 11, 2024
**Additional Information**
This position is classified in the** Operational and Administrative Support Career Band, Level 4 **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 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, vibran
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