Engagement Assistant, Faculty of Arts

4 months ago

Calgary, Canada The University of Calgary Full time

**Description**

The **Arts Admin Operations** within the **Faculty of Arts** is currently seeking a Full-time Regular **Engagement Assistant.**

This full-time position is part of the larger Arts Students' Centre (ASC) team. It reports to the Manager, Arts Students' Centre and works closely with the Manager, Advising and Administration and the Associate Dean, Teaching, Learning and Student Engagement. The incumbent must be able to prioritize multiple tasks, manage time, meet deadlines, and produce detailed and accurate work with frequent interruptions. This position deals with routine and complex issues, and involves in-person and virtual interactions with faculty members, other staff, and students.

The position requires the ability to use discretion, maintain professionalism, confidentiality, and composure under pressure, and tact and diplomacy in dealing with sensitive and confidential materials. The incumbent must have the ability to work in an open space under pressure with multiple and simultaneous deadlines, shifting priorities and a high volume of work. The incumbent requires the ability to work both independently, being innovative and taking initiative, and as part of the team, fostering clear communication. This position requires the ability to adjust working hours to staff events that are held outside of regular hours. During identified peak periods the ASC office may offer extended hours. When this is necessary, the start time and lunch break timing will be adjusted for a period of up to one week. Peak work periods occur August-September, December-January, and April-May. This position also involves moderate physical activity for event set-up and take down. This position has the opportunity for remote work one day a week once the training period is complete.

The Engagement Assistant role supports the planning, coordination and ongoing administration of the Faculty's student engagement programs and opportunities. This role helps build a positive Undergraduate student experience and will routinely liaise with units external to ASC and the Faculty of Arts.

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

- Working closely with the Associate Dean, Teaching, Learning and Student Engagement and the Admission and Recruitment team, coordinates Faculty of Arts participation in university-wide recruitment, conversion and engagement events such as Open House, You at UCalgary and New Student Orientation. This includes the recruitment and coordination of faculty and student volunteers.
- Supports the promotion of faculty level academic and engagement programs, including certificates.
- Working with the Cooperative Education team and the Undergraduate Program Advisors, assists with creating, advertising and coordinating events and workshops for undergraduate students in the Faculty of Arts.
- Supports Faculty of Arts initiatives related to Equity, Diversity and Inclusion.
- Working with the Manager, ASC, provides research and data entry support for existing and proposed programs that are administered by ASC.
- Supports the Associate Dean with faculty level Teaching and Learning initiatives. This includes event management and data entry tasks.
- Processes course access requests for courses that do not have a departmentalized home. Provides back-up for all other course access requests processed by ASC.
- As part of the front facing team, provides back-up for the Reception desk, ensuring a high level of customer service.
- Provides administrative support for Work Integrated Learning opportunities including, but not limited to, the Co-operative Education Program, University 304 and WELL 400.

**Qualifications / Requirements**:

- A four year undergraduate bachelor's degree is required; it is an asset if the degree is in a Faculty of Arts discipline.
- A minimum three years relevant administrative experience, including event planning for large events, website maintenance and course/program administration.
- A minimum three years of experience in a customer service role.
- Professional, advanced written and oral communication skills are essential including the ability to convey complex information and to ensure it is understood.
- Proven ability to work independently, managing heavy workload and high stress during peak periods while exercising discretion in decision-making.
- Demonstrated ability to work collaboratively and productively in a large, dynamic team.
- Strong customer service skills, with demonstrated problem solving ability required.
- Proven knowledge and expertise with University of Calgary and Faculty of Arts policies and procedures.
- Demonstrated ability to influence and build relationships with others.
- Must be open to learning and development, and be willing to accept new challenges and assignments as required.

**Application Deadline**: October 2, 2024.

This position is part of the AUPE bargaining unit, and falls under the **_Specialist / Advisor Job Fami

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