Office Support Specialist, Faculty of Arts

4 weeks ago

Calgary, Alberta, Canada University of Calgary Full time

Position Overview

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

This role reports directly to the Manager of Department Operations and is essential in providing comprehensive administrative assistance to one of the five operational teams. The specific team we are focusing on supports 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 team. You will also engage with the administrative and technical staff supporting the pod.

Your contributions will significantly influence the daily operations of the team by ensuring that tasks are executed efficiently, accurately, and in a collegial manner. The workload may vary, with peak periods aligning with the academic calendar and strategic initiatives within the team.

Key administrative duties will require initiative, precision, thoughtful contributions, and collaborative efforts. You will manage multiple priorities and deadlines, balancing competing interests to achieve satisfactory outcomes for all stakeholders involved, while respecting the confidentiality of sensitive information.

The role involves a diverse range of tasks that require moderate to high-level problem-solving skills. You can expect frequent interruptions and moderate stress levels throughout the year, particularly during peak periods with critical timelines. Physical demands may include checking team spaces, posting notices, updating access systems, and maintaining bulletin boards across various locations, as well as moving equipment and coordinating deliveries, which may involve lifting items up to 10 kg. Daily travel between different units located on various floors may also be necessary based on the demands of the role.

This is a Regular Full-Time position. Standard working hours are from 8:30 a.m. to 4:30 p.m., Monday to Friday. Flexibility in work hours and occasional overtime may be required to effectively manage responsibilities.

Key Responsibilities (the following functions are not exhaustive):

  • Coordinate space allocation and room bookings.
  • Manage the distribution and retrieval of keys and access cards, maintaining accurate records related to access management.
  • Oversee facilities administration, including requests for furnishings and equipment, and serve as the primary contact for contractors.
  • Handle mail and courier distribution.
  • Administer technology resources, including phones and copiers.
  • Maintain communication platforms, including websites and bulletin boards.
  • Coordinate records retention and shredding activities, ensuring compliance with university policies.
  • Order and maintain office and instructional supplies.
  • In collaboration with Department Heads, draft and distribute meeting agendas and minutes, ensuring timely collection of related reports.
  • Administer occupational health and safety processes, including visitor sign-in and orientation.
  • Update department websites, ensuring content is current and accessible, adhering to best practices and institutional standards.
  • Proofread web content and ensure its accuracy.
  • Independently decide on escalation of web content change requests.
  • Coordinate social media postings as needed.
  • Maintain unit directory pages.
  • Assist faculty in updating their online profiles.
  • Collaborate with the Digital Specialist on strategic website changes.
  • Administer email marketing campaigns, including list management and event invitations.
  • Maintain the SharePoint site for the departments, ensuring information is up-to-date.
  • Administer surveys and course validation processes.
  • Coordinate course outline administration, including tracking approvals.
  • Support program-specific events, including catering and room bookings.

Qualifications / Requirements:

  • Undergraduate degree or equivalent combination of education and experience.
  • Familiarity with the programs served by the team.
  • A minimum of three (3) years of administrative support experience in a post-secondary environment.
  • Experience with website management and digital communications.
  • Proven ability to manage email campaigns effectively.
  • Strong skills in desktop applications such as Word, Excel, PowerPoint, and Outlook.
  • Ability to learn quickly and respond to inquiries efficiently.
  • Excellent interpersonal and communication skills.
  • Demonstrated reliability and punctuality.
  • Commitment to continuous learning and technical skill enhancement.
  • Ability to build and maintain professional relationships.
  • Professional demeanor and presentation.
  • Strong organizational and time management skills.
  • A positive attitude and adaptability to change.
  • Demonstrated initiative and ability to work independently and collaboratively.
  • High attention to detail and good judgment.
  • Professionalism in handling confidential information.

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