Administrative Assistant, Faculty of Arts

3 months ago

Calgary, Canada The University of Calgary Full time

**Description**

The **Dean's Office - Arts** within the **Faculty of Arts** is currently seeking a Full-time Limited Term **Administrative Assistant **for approximately 18 months.

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 accomplishing the Ahead of Tomorrow goals of increasing access to impactful and future-focused education, harnessing the power of research and innovation to tackle society's biggest challenges, locate community at the centre of all we do, and make our processes clearer, simpler and better than any other university. The Faculty is excited about promoting a distinctive student experience and a commitment to citizenship, diversity and inclusion helps 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, Pod Operations, this Limited term position provides key administrative support for all Pods within the Faculty.

This position works closely with all Pod Managers on a flexible and 'as need basis' within the Faculty of Arts and with multiple pod administrative and technical staff teams. This position works within multiple Pods acting as a floater Administrative Assistant covering leaves, vacation, and high workloads. This position will also take a primary role with regards to physical resource management (office moves, office assignment, performing safety checks, updating business continuity plans) and ensuring Department SharePoint sites are aligned.

This position has an impact on the operational day to day functioning of the operational pod by ensuring that tasks are carried out in a timely, accurate, and collegial manner. There is a variable workload with peak work periods that coincides with the academic cycle and strategic initiatives that are undertaken within the operational pod.

Administrative responsibilities require initiative, accuracy, thoughtful input, and discretionary decision-making. Work is driven by multiple simultaneous priorities and deadlines and requires the management of competing interests to provide satisfactory outcomes for all involved, recognizing the unique needs of a wide variety of stakeholders and collaborators. Many functions involve confidential information; therefore, respect for confidentiality is essential.

The work involves both high volume and diversity, with a range from moderate to high problem solving. There are frequent interruptions and moderate levels of stress and pressure throughout the year, with several peak periods containing multiple priorities and critical timelines. The work has moderate physical demands, including checking Pod spaces, posting signs, updating access keypads and maintaining physical bulletin boards across several buildings, and moving equipment and coordinating deliveries which may require a need to lift up to 10 kg. The position will require the incumbent to routinely work in and travel between at least two units located in different buildings on campus on a daily basis based on varying and unpredictable demands.

This is a Limited Term Full-Time AUPE position. Normal work hours are 8:30 a.m.
- 4:30 p.m., Monday to Friday. Flexibility in work hours, and occasional overtime, may be required from time to time in order to effectively manage workload and responsibilities.

As a member of the Pod administrative team, this position performs a variety of administrative tasks to support the day-to-day operations of the operational pod. Workload responsibilities will include general administrative duties in support of the operational pod, and general administrative duties in support of course delivery. This position will work within multiple pods acting as a floater Administrative Assistant covering leaves, vacation, and high workloads. This position will also take a primary role with regards to physical resource management (office moves, office assignment, performing safety checks, updating business continuity plans) and ensuring Department SharePoint sites are aligned.

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

- General office administration.
- Space allocation & room bookings coordination.
- Facilities administration, including Archibus requests, furnishing and equipment requests, and point of contact for contractors.
- Technology administration, including phones, copiers, etc.
- 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 a

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