Administrative Assistant, Faculty of Arts
7 months ago
**Position Overview**
**_This opportunity is currently available for internal applicants only as THERE IS A STRONG INTERNAL CANDIDATE FOR THIS POSITION. _**
The **Faculty of Arts** is currently seeking a Full-time Regular **Administrative Assistant**.
The Faculty of Arts is home to highly motivated educators, researchers and students who have the critical and technical skills, as well as the creative knowledge and spirit, to make sense of our rapidly changing and increasingly globalized world. As the largest teaching faculty and the site of exceptional scholarly and creative activity, the Faculty of Arts is central to the Ahead of Tomorrow goals of sharpening our focus on research and scholarship, enriching the quality and breadth of learning, and integrating with the community. The Faculty is excited about promoting a distinctive student experience and commitment to citizenship, diversity and inclusion to help build a healthy and respectful campus culture for all. We are extremely confident in the excellence of our various programs, institutes, and centres, and take great pride in the accomplishments of our students, faculty, staff and alumni.
Reporting to the Manager, Department Operations, this role provides key administrative support for the Operational Pod serving the Departments of Economics, Sociology and Political Science with specific focused support for the Indigenous Studies Program and for Dr. M. Scott Taylor.
**Position Description**
**Summary of Key Responsibilities** (job functions include but are not limited to):
- Space allocation & room bookings coordination.
- Distributing and retrieving keys and access cards and providing access codes, and for maintaining accurate and current records related to key distribution and/or electronic access.
- Facilities administration, including Archibus requests, furnishing and equipment requests, and point of contact for Contractors.
- Mail and courier distribution.
- Technology administration, including facilitation of technology requests including, but not limited to computers, phones, printers, etc.
- Coordination and oversight of records retention / shredding activities and record keeping, ensuring currency of knowledge of University records retention rules.
- Office and instructional supplies ordering and inventory maintenance.
- In consultation with the Department Heads and/or Manager, responsible for timely and accurate drafting and distribution of department meeting agendas, minutes, and collection of related reports and/or informational items.
- OHS administration (visitor sign in and orientation processes, etc.).
- Maintain and update department websites, including adding unit new items and creating basic marketing content for web pages.
- Proofread and routinely review department websites and accounts to ensure content is accurate, current, and accessible, and adheres to the institution's brand standards and styling guide.
- Independently make decisions concerning escalation of web content change requests to the Digital Specialist for evaluation of strategic approach.
- Coordinate postings to social media (e.g., Facebook, Twitter, YouTube, etc.) when required.
- Administration of events including arranging catering, posters, Marketo campaigns, LiveWhale event creation, RSVP coordination, and room bookings.
- Faculty survey administration and distribution.
- Support department procurement processes by creating purchase orders, contracts, or requisition requests and processing invoices by coding in PeopleSoft or submitting payment requests to Business Operations Centre.
- Manage the use of a procurement card to purchase items for departments or the Pod office.
- Coordinate travel arrangements for visiting guest speakers by preparing invitation letters, booking accommodations and reimbursement of event related expenses.
- Other ad hoc tasks as occasionally required.
**Qualifications / Requirements**:
- Undergraduate degree, or equivalent combination of education and experience may be considered.
- Familiarity with programs served by the Pod.
- A minimum of three (3) years of administrative support experience in a post-secondary education environment.
- Proven expertise with Drupal 8, Live Whale, and Marketo.
- Proven ability to perform web updates independently.
- Proven proficiency with the University of Calgary's student registration and course administration procedures.
- Ability to learn new processes and procedures quickly, and respond to inquiries in an efficient and appropriate manner.
- Strong interpersonal skills.
- Excellent written and oral communication skills required to deal with a diverse population, including faculty, staff, students, and visitors.
- Proven reliability and punctuality.
- Proven ability and desire to continually learn and upgrade technical knowledge.
- Demonstrated ability to establish and maintain productive, professional working relationships with students, staff, and faculty.
- Professional demeanor and p
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