Department Administrator, Faculty of Science
2 months ago
**Position Overview**
The **Department of Research and Administrative Services** in the **Faculty of Science** is currently seeking a Full-time Regular **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-drive discovery and contribute solutions to society's grand challenges. We thrive in the dynamic context of the University of Calgary, one of Canada's most youthful and innovative universities. We are a bold and ambitious research university, grounded in innovative learning and teaching, fully engaged in Calgary's entrepreneurial spirit. For more information, visit here.
Reporting to the Manager, Research and Administrative Services, the Administrative Assistant is responsible for providing administrative support to the portfolio in which they are assigned. This includes maintaining the reception area and general office space, answering and triaging inquiries from visitors, file maintenance, and logístical coordination of meetings, working groups, and events.
**Position Description**
**Summary of Key Responsibilities** (job functions include but are not limited to):
- 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.
- 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 operationally.
- Provide administrative support such as printing, scanning, shredding, room bookings, supply ordering, meeting minutes and maintenance.
- Receive and deliver incoming mail and couriers.
- Submission and follow up of all Facilities Maintenance (Archibus) requests, telephone installs etc.
- Organize files on LAN, OneDrive and physical files as needed; maintain files according to FOIP and document retention rules.
- Provides administrative support for the sessional hiring process, including document collection, offer letter creation/distribution, TBH.
- Coordinate and directs request for room assignments, keys and technology as required.
- Collaborate with the Space Administrator and EHS partner to ensure lab clearances are completed during off-boarding.
- Provides documentation of feedback gathered through exit interviews in order to support the development and implementation of a strategic plan to increase retention of staff.
**Qualifications / Requirements**:
- Minimum 3 years administrative experience required.
- Experience working in a large, dynamic team with proven personal effectiveness and productivity required.
- Excellent interpersonal and communications skills required.
- Strong time-management and prioritization skills required.
- Strong organizational skills and ability to handle multiple tasks and duties simultaneously required.
- Aptitude for accuracy and detail.
- Ability to think critically and creatively under pressure while exercising good judgement and discretion is required.
- Intermediate computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) required.
- Previous experience with PeopleSoft, Orbis, QLess, Purecloud, Qualtrics is an asset.
- Experience with web content management systems will be considered an asset.
- Knowledge of university policies and procedures associated with the portfolio supported is preferred.
- Ability to build relationships to accomplish goals with a diverse group within and outside of the Faculty of Science is essential.
**Application Deadline**: May 23, 2023
**Additional Information**
This position is part of the AUPE bargaining unit, and falls under the **_Operational/Administrative Job Family, Phase 2_**.
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our **Management and Staff Careers website**. For more information visit **Careers in the Faculty of Science**.**
The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.
**About the University of Calgary**
The University of Calgary is Canada's leading next-generation university - a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation's most enterprising city, the university is making tremendous progress on its Eyes High journey to be r
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