Job Description

Position Overview

The Schulich School of Engineering is currently seeking a Full-time Limited Term Academic Recruitment Specialist for approximately 12 months.

This position provides administrative support for the Academic hiring process for Sustainable Engineering, First-Year Engineering and coordination of Academic Hiring for the Dean\'s office. The individual will provide ongoing support for the Academic Orientation process and, administrative support for the tenure and promotion process as required.

This position is complex with a variety of responsibilities, the incumbent must have the ability to organize and multi-task large volumes of work with conflicting deadlines and shifting priorities. The position deals with highly sensitive and confidential information.

This position deals with diverse tasks that require a broad range of knowledge and skills. Work requires discretionary decision making and ability to prioritize and manage competing interests with multiple deadlines. This position must have the ability to take initiative and to work with constant interruptions in an open, group situation environment.

The primary purpose of this position is to assist with the coordination and administration to support the academic hiring for the Sustainable Engineering Program, First-Year Academic Hiring and coordinate the academic hiring from departments for the Faculty. This include monitoring the application process, supporting the hiring committees (including any Department Head searches) and administering the recruitment process. This role processes HR related administrative tasks for the department, academics, and research groups including orientation and ongoing tenure & promotion support.

Position Description

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

Academic Recruitment Support:

• Support the Academic department chair to support the hiring process for Sustainable Engineering, First-Year engineering and in the future, other programs that are not department specific.
• Support the Academic Department Head searches that are run by the Vice-Dean, including but not limited to providing advising on the process, organizing the committee schedule, and providing support to the Chair.
• Support the posting academic positions including ensuring that the position is advertised widely and ensure that the required processes are followed.
• Support and advise the Academic Recruitment Committee(s), this could include scheduling, travel arrangements for candidates, downloading applications and/or other documents, responding to general candidate inquiries.
• Advise and update the Vice-Dean on candidate searches across all Departments, working with the department support teams to support progress updates.
• All administration related to the recruitment for non-departmentalized area hires and support for departmental hires as required.
• Support the financial reconciliation for academic recruitment, including coordaining applicant expenses, submitting and ensuring that candidates are aware of process / allowable expenses.
• Follow the Academic Faculty hiring document for SSE, contribute to a standard operating procedure to work from for the Faculty.
• Update and track all candidate information, collaborating with the Academic Specialist in human resources to ensure information is captured and correctly recorded.

Academic Onboarding Coordination:

• Working with the Manager, Social & Community Engagement, successfully implement the Onboarding for all new non-departmentalized faculty and ensuring that departmentalized Faculty hires are included.
• Support the onboarding process with organizing training and support for newly hired Academic Faculty.
• Administratively support the Schulich School of Engineering Faculty Career Success Support Program designed to ensure a positive start to the new hire.
• This includes creating programs for academic orientation, ensuring that these are executed in various modalities to support the new hires.
• Administer the mentorship program, including the respective department head and/or Associate Dean of non-departmental programs to engage with new Academic Faculty.
• Advise on new programing for success for new Faculty, developing a strong network to support collegiality and consider new ideas to promote equity, diversity, inclusion and accessibility.
• Create a strong list of potential mentors, organize collaborative events within SSE to support the engagement amongst peers and prepare mentors for new hire supports.
• Responsible for the organization and execution of the program, preparing an annual calendar measured by engagement from new Faculty.
• Working in consultation with the Vice-Dean & Manager, create a vibrant opportunity and welcoming environment for new Faculty that matches the Schulich Strategic Plan priorities.

Coordination of Tenure & Promotion:

• Provide advice on established University policies and regulations related to Faculty Tenure & Promotion Committee (FTPC). This requires knowledge and understanding of university and Schulich School of Engineering structure, governance and decision-making processes and ability to coordinate with Academic HR.
• Provide a wide range of administrative duties assigned with FTPC, including setting committee meetings, working to ensure rooms, calendar & event logistics are taken care of.
• Coordinate the FTPC for the faculty, including supporting the detailed requirement of the merit process.

Qualifications / Requirements:

• Post-secondary business administration certificate or equivalent experience.
• Minimum of 7 years of experience in a business environment, or, a combination of education and relevant experience, preferably in a university environment.
• Advanced knowledge of business-related software especially Microsoft Office applications (Word, Excel).
• Demonstrated strong organizational, communication and interpersonal skills.
• Previous experience in a university environment is an asset. Demonstrated problem-solving ability.
• Ability to multi-task due to shifting priorities. Highly developed interpersonal, time management and communication skills. Ability to take notes, supporting the interview & committee process.
• Ability to work independently, and to work in confidential settings and with confidential documents

Application Deadline: August 01, 2023

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our . For more information visit .

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada\'s leading next-generation university - a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation\'s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada\'s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit .

The University of Calgary has launched an institution-wide in line with the foundational goals of , committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the ( ) and requests for accommodations can be sent to Human Resources ( ).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

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