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Administrative Coordinator, Faculty of Arts

3 months ago

Calgary, Alberta, Canada University of Calgary Full time

Position Overview

The Arts Administration Operations team within the Faculty of Arts is currently looking for two (2) Full-time Regular Administrative Coordinators.

This role is essential in providing comprehensive administrative assistance to one of the operational pods, specifically supporting the Departments of Anthropology and Archaeology, Geography, and Psychology.

In this capacity, you will collaborate closely with the Manager of Department Operations, Department Heads, and other academic leaders within the pod. Additionally, you will work alongside the administrative and technical staff team to ensure smooth operations.

Your contributions will significantly influence the daily functioning of the operational pod by ensuring that tasks are executed in a timely, precise, and collegial manner. Expect a variable workload with peak periods aligning with the academic calendar and strategic initiatives.

Key Responsibilities

  • Coordinate space allocation and manage room bookings.
  • Oversee the distribution and retrieval of keys and access cards, maintaining accurate records related to access management.
  • Handle facilities administration, including requests for furnishings and equipment, serving as the primary contact for contractors.
  • Manage mail and courier services efficiently.
  • Administer technology resources, including phones and copiers.
  • Maintain communication platforms such as websites and bulletin boards.
  • Oversee records retention and shredding activities, ensuring compliance with university regulations.
  • Order and maintain office and instructional supplies.
  • In collaboration with Department Heads, prepare and distribute meeting agendas and minutes, along with related reports.
  • Administer Occupational Health and Safety processes, including visitor sign-in and orientation.
  • Update and maintain department websites, ensuring content is current and accessible.
  • Proofread web content to align with best practices and institutional standards.
  • Regularly review website content for accuracy and relevance.
  • Make independent decisions regarding web content changes and coordinate social media postings as necessary.
  • Maintain unit directory pages and assist faculty in updating their online profiles.
  • Administer email marketing campaigns, including managing recipient lists and digital newsletters.
  • Ensure the SharePoint site is up-to-date and manage board maintenance.
  • Administer surveys and course outline coordination.
  • Support program-specific events, including catering and room bookings.

Qualifications

  • Undergraduate degree or an equivalent combination of education and experience.
  • At least three (3) years of administrative support experience in a post-secondary environment.
  • Experience with website management and digital communications.
  • Proficiency in desktop applications such as Word, Excel, PowerPoint, and Outlook.
  • Strong interpersonal and communication skills, capable of engaging with a diverse population.
  • Demonstrated reliability, professionalism, and a positive attitude.
  • Excellent organizational skills with the ability to manage multiple priorities effectively.
  • Ability to work independently and collaboratively within a dynamic environment.