Administrative Specialist

4 weeks ago

Calgary, Canada University of Lethbridge Full time

**Job Title**
- Administrative Specialist - Full-Time (Continuing)

**About the University**

**It’s your time to shine**
Work where the world comes to create, discover and learn.
We are one of Canada’s top universities and leading research institutions. With more than 8,000 undergraduate and graduate students, two campuses (Lethbridge and Calgary), seven faculties and schools, and more than 2,500 employees, ULethbridge is Lethbridge’s second largest employer. Faculty and staff come together to contribute, each in their own way, to establishing ULethbridge as Canada’s destination university. In 2022, Lethbridge was recognized as one of Canada’s top small cities.

**Position Details**
- The successful applicant will provide administrative support and front desk reception for the university’s operations in downtown Calgary. This diverse position provides office, student, Faculty, Advisor, Dean, and visitor support. This is the most forward-facing position within the University’s Calgary operations, interacting with a high volume of diverse stakeholders. This is an in person position that generally works Monday to Friday from 10am to 6pm. The incumbent will be responsible for:
Reception and Front Desk Duties:
- Daily opening/closing of the physical office space
- Reception duties (in person and telephone)
- Asks respectful questions to fully understand inquire/reason for visit, maintains a professional office appearance, and provides or finds answers to questions
- Assists everyone in a professional and friendly manner with a “yes” frame of mind and attitude
- Co-ordinate all International and Academic student advising drop-in appointments, and its online booking platforms
- Receive and process official student documents, as required
- Stocks the Food Pantry as required

Administration Duties:
- Clerical duties such as scanning, photocopying, maintaining office equipment, and ensuring adequate inventory of new office supplies
- Ensures general office equipment is well maintained, serviced, and fully functional.
- Books meetings and meeting rooms, and classrooms
- Organizes events, including room/location booking and set-up, catering arrangements, and coordination of required technology
- Creates requisitions, process expenses, and manages purchases and reconcile statements.
- Runs a variety of student registration and admissions reports to support Academic Advisors
- Provides basic campus orientation materials and communication for instructors
- Ensures promotional literature, program brochures other marketing material are stocked in reception area
- Manages mail services for outgoing, incoming, and intercampus mail
- Supports student volunteer program and laptop lending program
- Responsible for liaison with bookstore in regards to selling merchandise and processing inventory
- Maintains campus SharePoint sites
- Assists with special projects and supports campus Manager and Vice Provost as required
- Takes debit payments for the UofL Calgary, daily
- Records and distributes minutes for various campus staff / faculty and sessional meetings, as needed
- Requesting, processing and distribution of Calgary Campus access key cards, and all individual campus office keys as needed
- Closely work with partner college staff on a variety of initiatives

Student Services:
- Reviews documents to assess eligibility and issue student Benefit Cards (e.g. Health and Dental, the Alberta Library etc.),
- Issues University of Lethbridge Student ID Cards

**Position Qualifications**

This position requires excellent interpersonal and communication skills, interacting effectively with students and others from diverse backgrounds; interpersonal communication skills, problem solving, multitasking, planning, and organization are very important. The ability to learn quickly, prioritize, work independently (with good attention to detail), and work with complex systems in a fast-paced and dynamic environment is significant.

**Starting Salary Range (at 1.0 FTE)**
- $3,741.00 - $4,163.00 monthly

**Full Salary Range (at 1.0 FTE)**
- $3,741.00 - $4,584.00 monthly (AUPE - Grade 7)

**Campus**
- Calgary

**Employment Group**
- AUPE

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