Administrative Team Lead, Faculty of Science

3 days ago

Calgary, Canada The University of Calgary Full time

**Position Overview**

The **Faculty of Science **is currently seeking two (2) Full-time Regular **Administrative Team Leads**.

**Position Description**

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

- Support the RAS Manager, 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.
- Expert communication skills to deliver information within team.
- Support on-going training (including both spontaneous training as questions arise and structured reviews of topics in staff meetings).
- 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.
- Responsible for workload coordination.
- Act as administrative resource to Departmental Head, Associate Heads in training and onboarding.
- Initiate, develop, and implement administrative aids and support documentation for Faculty of Science and departmental policies and procedures.
- Support the Faculty of Science on institutional changes and system upgrades.
- Participate as a contributing member on Faculty of Science and departmental committees.

Administrative Support:

- 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, RAS in preventing and anticipating conflicts well in advance by proactively planning and assessing situations in advance.
- Provide guidance and support to other team members and act as an in-scope supervisor.
- Provide guidance in the day-to-day and planned activities within the portfolio.
- Ensure deadlines align with department priorities and are completed in a timely, accurate and professional manner.
- Prepare letters, reports, presentations, and various forms of correspondence with an extremely high level of speed, accuracy and professionalism, and review and ensure completeness and accuracy of documents.
- Work closely with the other administrative support personnel to manage the daily operations.
- Track, prepare, and report on monthly Purchasing Card and Travel and Expense Card reconciliations.
- Undertake and implement continuous development and streamlining of administrative processes and procedures to assist with day-to-day complex tasks.
- Oversee and assist with administrative support such as printing, scanning, shredding, room bookings, supply ordering and maintenance.
- Organize files on LAN, OneDrive and physical files, maintaining files according to FOIP and document retention rules.
- Organize travel arrangements.
- Assist Departments with faculty hiring.
- Oversee faculty and staff on-boarding and off-boarding.
- Promote a positive atmosphere ensuring visitors experience a positive, helpful, and welcoming environment.
- Foster and maintain cooperative and trusting relationships with stakeholders (both internal and external) to provide seamless and efficient support.

**Qualifications / Requirements**:

- A completed certificate or diploma in Business, Office Administration or related or equivalent experience
- Highly skilled in a range of processes, procedures and systems used to carry out assigned tasks.
- Minimum of 5 years of experience in Sr 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.
- 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**:This position will remain open until filled; however, applicants will be reviewed as they are received.
- _

**Additional Information**

This position is part of the AUPE bargainin

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