Job Description

Position Overview

The Faculty of Arts is currently seeking a Full-time Regular Administrative Assistant.

Reporting to the Manager, Pod Operations, this role provides key administrative support for the International Indigenous Studies Program, the ECON/POLI/SOCI pod, and to an Academic in the Department of Economics.

Working closely with the Indigenous Program Director, this position performs a variety of administrative tasks that support the administration and advancement of the International Indigenous Studies Program, and by extension ii\' taa\'poh\'to\'p, the university\'s Indigenous strategy. The position is key to ensuring that the International Indigenous Studies Program is seamlessly integrated with the Department of Political Science.

The position also provides general administrative support to an Academic in the Department of Economics. This includes expense reporting, travel arrangements, website updates, event and meeting planning, and other administrative activities which support the Academic\'s research and service responsibilities.

The primary work location for this position is on campus.

Position Description

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

ADMINISTRATIVE SUPPORT TO ACADEMIC

• Administrative support for grant purchases, including creating requisitions, paying invoices, and all related follow-up and associated tasks (e.g., legal contract clearance, sole source approvals, etc.).
• Preparation of expense reports and monthly reconciliation of credit card statement.
• Support transferring written materials to publishing software, to support with book writing and teaching materials using Latex/Overleaf.
• Maintenance and update of professional website (events, research, publications, etc.).
• Travel arrangement and reimbursements, including coordination with hosts at destination where required.
• Actively participate in the planning, coordination, execution and follow up for events that support initiatives associated with the Academic\'s research (conferences, lunches, social events).
• Coordinate logistical arrangements for visiting researchers and speakers brought by the Academic to the Department of Economics (e.g., travel, reservations, expense reimbursement, catering, posters, etc.).
• Coordinate undergraduate, graduate student and post-doctoral hiring as research assistants.
• Assist in the preparation of research funding applications, and prize applications.

INDIGENOUS PROGRAM ADMINISTRATIVE DUTIES

• Working closely with the Indigenous Program Director, provide administrative support to ensure the efficient operation and growth of the International Indigenous Studies Program in alignment with ii\' taa\'poh\'to\'p - the university\'s Indigenous strategy.
• Provide administrative support for grants, including setting up projects, creating requisitions, paying invoices, and all related follow-up and associated tasks.
• Liaise with the Business Operations Centre to administer e-procurement tasks (e.g., adding vendors, processing invoice payments and deposits, requesting purchase orders, etc.).
• With direction from the Manager, enter template-based hires for undergraduate students, and casual hires.
• Coordinate logistical arrangements for academic hiring as required (e.g., downloading applications, setting up interviews, arranging travel if required, etc.).
• Prepare meeting minutes (i.e., INDG program meetings).
• Reconcile credit card transactions monthly.
• Distribute incoming mail and deliveries; process mail and courier requests.
• Coordinate, organize, and distribute promotional materials for INDG program meetings, events, socials, and retreats.
• Send email communications for INDG program, to both external and internal audiences.
• Coordinates logistical arrangements for the Program\'s Speaker Series and other events involving special guests (e.g., travel, reservations, expense reimbursement, catering, posters, etc.).
• Coordinate the development and distribution of marketing materials (e.g., posters, email campaigns, etc.) to advance the INDG program and ii\' taa\'poh\'to\'p - the university\'s Indigenous strategy.
• Assist the communications team and the Indigenous Program Director with uploading relevant content to the International Indigenous Studies Program website.
• Review INDG course outlines as per checklist of calendar guidelines for INDG Director review and approval.
• Coordinate teaching and schedule submissions from INDG instructors for INDG Director review and approval.

Qualifications / Requirements:

• Undergraduate degree, or equivalent combination of education and experience may be considered.
• Strong understanding of the University\'s Indigenous strategy - ii\' taa\'poh\'to\'p.
• Strong Understanding of the International Indigenous Studies program and its strategic direction.
• A minimum of one (1) year\'s experience working with University of Calgary Indigenous students, faculty and community members.
• A minimum of three (3) years of administrative support experience in a post-secondary or similar public sector environment.
• Demonstrated knowledge of UCalgary\'s procurement system, policies and procedures.
• Demonstrated knowledge of the policies, procedures and practices specific to transactions involving indigenous participants and students.
• Familiarity with programs served by the Pod.
• Proven expertise with Drupal 8, Live Whale, and Marketo.
• Demonstrated proficiency with SharePoint.
• Demonstrated proficiency with document preparation software Latex or a willingness to train to acquire strong skills using this and similar software programs.
• Demonstrated ability to master new technology tools quickly and independently.
• Proven ability to perform web updates independently.
• Proven ability to create and administer email campaigns using Marketo.
• Proven ability to administer SharePoint sites including access provisioning, application creation, and site maintenance.
• Proven proficiency with the University of Calgary\'s student registration and course administration procedures.
• Strong proficiency in desktop applications such as Word, Excel, PowerPoint, Outlook.
• Ability to learn new processes and procedures quickly, and respond to inquiries in an efficient and appropriate manner.
• Strong interpersonal skills.
• Excellent written and oral communication skills required to deal with a diverse population, including faculty, staff, students, and visitors.
• Proven reliability and punctuality.
• Proven ability and desire to continually learn and upgrade technical knowledge.
• Demonstrated ability to establish and maintain productive, professional working relationships with students, staff, and faculty.
• Professional demeanor and presentation.
• Excellent organizational skills and time management combined with the ability to handle stressful situations and frequent interruptions.
• A positive attitude with the ability to embrace change with a flexible attitude.
• Demonstrated initiative and ability to work both independently, and as part of a team, within a large, complex, dynamic organization.
• Demonstrated good judgement and high attention to detail.
• Demonstrated professionalism, tact and maturity in handling confidential information ethically and with discretion.

Application Deadline: February 23, 2023. Applications must include a cover letter and resume, preferably in pdf format.

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 Operational/Administrative 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 about the Faculty of Arts, 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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