Job Description

Position Overview The Faculty of Arts is currently seeking a Full-time Regular Administrative Assistant. Reporting to the Manager, Department Operations (Manager), this role provides key administrative support for the CMF/ENGL/SLLLC Pod. The role works closely with the pod administrative staff team as well as with the French Centre. As a member of the Pod administrative team, this position performs a variety of administrative tasks to support the day-to-day operations of the operational pod. Workload responsibilities will include general administrative duties in support of the operational pod, and general administrative duties in support of course delivery. Normal work hours are 8:30 a.m. - 4:30 p.m., Monday to Friday. Flexibility in work hours, and occasional overtime, may be required from time to time in order to effectively manage workload and responsibilities. Position Description Summary of Key Responsibilities (job functions include but are not limited to): OPERATIONAL POD ADMINISTRATION

• General office administration.
• Space allocation administration.
• Room bookings coordination.
• Facilities administration, including Archibus requests, furnishing and equipment requests, and point of contact for Contractors.
• Technology administration, including phones, copiers, etc.
• Communication platforms maintenance, including website, Sharepoint and bulletin boards.
• Coordination and oversight of records retention / shredding activities and record keeping, ensuring currency of knowledge of University records retention rules.
• Mail and courier distribution.
• Office and instructional supplies ordering and inventory maintenance.
• In consultation with the Heads/Directors and/or Manager, responsible for timely and accurate drafting and distribution of department/school meeting agendas, minutes, and collection of related reports and/or informational items.
• Distributing and retrieving keys and access cards, providing access codes and/or card access, and for maintaining accurate and current records related to key distribution and/or electronic access. Includes extensive access needs in SLLLC (school classrooms, computer labs, elicitation room, Persian library, Aula Cervantes, the Italian Centre (Circolino) and the Spanish Centre).
• OHS administration (visitor sign in and orientation processes, annual review and replenishment of first aid kits in supply rooms, etc.).
• Post board maintenance.
• Maintenance of SharePoint site for the departments / pod, ensuring currency of information on an ongoing basis.
• Routine departmental/pod website updates.
• Backup support for the French Centre administrative role.

COURSE AND STUDENT ADMINISTRATION

• USRI and Faculty Surveys administration, including course validation.
• Course outline coordination and administration, including tracking approvals and posting outlines to website.
• Scheduling of final exams.
• Processing of grades, and gradebook archiving.

EVENT SUPPORT

• Administration of program-specific events, as part of department/school and Language Research Centre activities including, but not limited to, catering, posters, Marketo campaigns, room bookings).
• Administration of room bookings for the Instituto Cervantes DELE examinations.
• Liaison with relevant Academic Programs Specialist role in pod for event hosting and arrangements, including Language Research Centre (LRC) events (high profile, visiting speakers, and working and research group events).

Qualifications / Requirements: REQUIRED:

• Familiarity with the program(s) served by the pod.
• A minimum of three (3) years of administrative support experience, with preference given to experience within a post-secondary environment.
• Knowledge of and familiarity with the University of Calgary\'s student registration and course administration procedures.
• Proficiency with Drupal 8 & SharePoint.
• Proficiency with communication tools, such as Marketo.
• Familiarity with PeopleSoft Student Administration, HR and eProcurement modules.
• Strong Proficiency in desktop applications such as Word, Excel, PowerPoint, Outlook.
• Experience working in an environment involving multiple languages and cultures.
• Familiarity with extensive space requirements in SLLLC (school classrooms, computer labs, elicitation room, Persian library, Aula Cervantes, and three language centres situated throughout 8 corridors in Craigie Hall).
• 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.

ASSETS:

• Experience with databases and desktop publishing tools.
• Fluency in one or more languages represented among the SLLLC programs.

Application Deadline: February 8, 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 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 Management and Staff Careers website. For more information about the Faculty of Arts, visit Careers in the Faculty of Arts. 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 ucalgary.ca. The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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 Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca). We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.