Job Description

Description

The

Animal Support Unit

in the

Faculty of Veterinary Medicine

is currently seeking a Full-time Limited Term

Administrative Assistant

for approximately 24 months.


The Administrative Assistant, Animal Support Unit (ASU) reports to the Manager, Animal Support Unit and receives direction from the Animal Care and Welfare Technician, Assistant University Veterinarian and UCVM Spyhill Campus Operational Managers. This position is responsible for administrative support at the Veterinary Science Research Station and surrounding animal holding areas including the Quarantine Barn and Wildlife Research Center.


The role is based out of the Veterinary Science Research Station (VSRS) at Spy Hill. There is a high volume of work of moderate-to-high complexity with short timelines for completion.

Summary of Key Responsibilities

(job functions include but are not limited to):

Lead reception for users of the ASU buildings including VSRS, Quarantine Barn, Wildlife Research Station, adjacent barns and animal holding locations which can include both internal customers (students, faculty & staff) and external customers (contractors, couriers, & other) Supporting the building access system with new, existing or departing faculty, staff and students Optimizing the research billing program to ensure costs are accurately and efficiently collected, summarized and submitted for central processing Providing PeopleSoft support by way of purchase orders, payment request, p-card purchases, billing support and deposits Assisting with animal and supply procurement coordination, including vendor setup Supporting the transition to digital animal records Supporting individual project scheduling, room bookings, meeting setup, and agenda prep and minute-taking for meetings Combining research schedules to proactively identify service gaps or opportunities to optimize facility use and propose solutions to the Manager, ASU Investigating, trouble shooting and coordinating the requests for repair and maintenance of ASU buildings and equipment using the Archibus system and directly with facilities, grounds, caretaking and parking services when needed Presents problems and recommended solutions to the Manager, ASU Contributes to the development and revision of policies and procedures as appropriate Other related duties as required, including administrative, distribution or basic animal care support to other teams during periods of heavy workload or unexpected absences

Qualifications / Requirements:

Completion of a post-secondary diploma in administration or related field, or 3-5 years progressive administrative experience in a post-secondary, lab or veterinary clinical environment is preferred. Degree in a related field would be considered an asset Previous experience in labs would be considered an asset Proficiency with Microsoft Office applications (Word, Excel, Outlook, Teams, and Forms) and Adobe Acrobat required. MOS Certifications would be considered an asset Previous experience with PeopleSoft or procurement/financial software is required An ability to accurately compile and organize data to facilitate solutions to current challenges with billing and animal information Proven organizational skills with the ability to prioritize conflicting demands and meet objectives is required Attention to detail, accuracy, and strong written and verbal communication skills are required A high level of integrity and ability to maintain confidentiality is required Proven ability to work in a diverse team environment both as a leader and contributor Ability to quickly learn how to operate a wide variety of software and online platforms at an intermediate level Experience with Animal Records Software such as Infinity, ezyVet, or IRISS One year of experience in project planning and execution Willingness and ability to acquire a knowledge and understanding of University and Faculty policies, procedures and systems as they pertain to the Department Willingness to provide support to animal research activities to ensure care and welfare standards are met and exceeded Previous work in an animal-related setting would be considered an asset Must possess a valid Class 5 driver license and a clean driver abstract

Application Deadline:

May 27, 2025

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.


This position is part of the AUPE bargaining unit, and falls under the

Operational/Administrative Job Family, Phase 2.


For a listing of all management and staff opportunities at the University of Calgary, view our

Management and Staff Careers website

.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.


The University of Calgary has launched an institution-wide Indigenous Strategy 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 Office of Institutional Commitments (

equity@ucalgary.ca

) and requests for accommodations can be sent to Human Resources (

hrhire@ucalgary.ca

).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

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