Administrative Assistant, Faculty of Graduate
3 months ago
**Description**
The **Dean's Office** in the **Faculty of Graduate Studies** is currently seeking a Full-time Regular **Administrative Assistant**.
The University of Calgary is a research-intensive university with a focus on graduate education. Currently there are approximately 8,000 registered graduate students across 65+ programs. The Faculty of Graduate Studies (FGS) is the faculty of registration for all graduate students and is accountable for administration and support of graduate student affairs.
This position has day-to-day accountability to and guidance from the Senior Director, Strategic Operations, while reporting to the Operations Manager & Executive Assistant to the Dean. The Administrative Assistant provides administrative and operational support for the Senior Director and Associate Deans in the Dean¿s office, as well as core operational support for the FGS team. This position works closely with other FGS administrative staff and may support the administrative needs of other areas at peak periods.
This position is located on Main Campus and **works onsite in the FGS Office 35 hours per week** (non-hybrid position), Monday to Friday, but on occasion, there may be the need to work outside of regular hours. Travel between UCalgary campuses may sometimes be required.
**Summary of Key Responsibilities** (job functions include but are not limited to):
- Consult regularly with the Senior Director, Operations Manager & Executive Assistant to set priorities and ensure a proactive approach to tasks and accountabilities.
- Provide administrative and operational support for the Senior Director and Associate Deans, including scheduling meetings and managing calendars.
- Coordinating/supporting FGS meetings including room and refreshment booking, audio visual set up, agenda, slide and document preparation, minute-taking.
- Act as the onboarding coordinator for incoming staff and Associate Deans as required.
- Coordinate door access, IT set up, Peoplesoft access, scheduling of initial meetings and training sessions, and other items as requested.
- Maintain onboarding documents and information in FGSnet.
- Assist with appropriate set-up and moves of office space and IT equipment. Coordinate requests for IT support as required.
- Manage expense claims and account reconciliations.
- Input template-based hires, process documentation, and ensure appropriate coding is applied.
- Support the planning and execution of events including internal team building events. Liaise effectively with colleagues, and with internal and external vendors to coordinate venues, refreshments, audio-visual set up, invitation and management of VIP guests, collection of RSVPs, event program creation, and communications.
- Provide assistance as needed to the Student Services team, under the direction of the Senior Director.
- Provide assistance as needed to other FGS teams, under the direction of their Managers.
- Manage office visitors and telephone inquiries professionally, providing clear communication and direction.
- Support the student appeal process for the Faculty.
- Manage the deangrad inbox and triage to appropriate parties.
- Support the Senior Director with coordination of the FGS Culture Committee and its initiatives.
- Provide back-up and support to the Operations Manager & Executive Assistant to the Dean as needed; this includes supporting FGS Council and committees as required during absence of the Operations Manager & Executive Assistant to the Dean.
- Maintain inventory of supplies and equipment, place orders as necessary.
- Support the maintenance of a clean, tidy, and welcoming office space. Coordinate requests for facilities and maintenance support as required.
- Maintain and communicate schedule for kitchen clean-up.
**Qualifications / Requirements**:
- Post-secondary education (Bachelor¿s degree preferred), preferably in business/office administration or communications.
- Minimum 3 years of progressive administrative work experience in a complex business or university environment.
- Knowledge of policies and procedures related to graduate education and appeals is an asset.
- Strong inter-personal communication skills, displaying a pleasant and helpful attitude, providing a positive first impression to visitors.
- Well-organized, flexible, proficient and detail oriented.
- Demonstrated initiative, and ability to recommend and implement changes to procedures.
- Proven team player who will provide cooperation and support to the FGS staff team, within the parameters of the profile, while maintaining high regard for confidential matters.
- Solid knowledge of the Microsoft Office suite of products is required, including intermediate to advanced skills in Outlook, Word, Excel, and Microsoft Teams.
- Demonstrated technical skills with a variety of software and a high aptitude and eagerness to gain expertise with the software used by the Faculty of Graduate Studies.
- Peoplesoft experience together with skill in w
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