Job Description

Position Overview

The Department of Research and Administrative Services in the Faculty of Science is currently seeking a Full-time Temporary (Short Term) Department Administrative Support for approximately 4 months with the expected end date of November 30,2023.

Current Regular, Sessional or Recurring Part-time (RPT) Support Staff applying on this Temporary position are strongly encouraged to review Article 42.06 - Job Opportunities of the . In advance of accepting a Temporary position, affected employees are required to seek written confirmation from their manager as to whether their Regular, Sessional or RPT position will be available to return to at the conclusion of the temporary assignment.

Reporting to the Manager, Research and Administrative Services, the Department Administrative Support role is responsible for providing administrative support to the portfolio in which they are assigned. This includes maintaining the reception area and general office space,answering and triaging inquiries from visitors, file maintenance, and logistical coordination of meetings, working groups, and events.

Position Description

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

Administrative Support:

• Promote a positive atmosphere ensuring visitors experience a positive, helpful, and welcoming environment.
• Maintain the office reception area, and general office spaces to ensure overall cleanliness and organization.
• Distribute and maintain database of keys issued to Graduate Students, Faculty members, and visitors as well as maintaining CO-200 card swipe access and building access as required operationally.
• Coordinate, provide and oversee the primary reception for the office in which they are assigned to work (e.g. answering telephones, email, assisting and resolving visitor inquiries, triaging student, staff and faculty needs and making referrals to appropriate resources and staff, responding and tracking incoming and outgoing correspondence).
• Foster and maintain cooperative and trusting relationships with stakeholders (both internal and external) in order to provide seamless and efficient support.
• Provide administrative support such as printing, scanning, shredding, room bookings, supply ordering, meeting minutes and maintenance.
• Organize files on LAN, OneDrive and physical files as needed; maintain files according to FOIP and document retention rules.
• Provide administrative support for the sessional hiring process, including document collection, offer letter creation/distribution, TBH.
• Maintain required records for incoming and outgoing staff.
• Ensure that the Faculty\'s Directory Manager, IT, Marketing/Communications, and Facilities are aware of room assignments and correct phone number.
• Manage and implements orientation and onboarding and off-boarding processes (for example, access to UCIDs, email, learning management system, keys, telephones) including coordination and participation in the orientation days.

Program Support:

• Use a thorough knowledge of research and administrative services requirements to triage student, faculty, and questions as appropriate.
• Maintain records and files to ensure that information is as up-to-date as possible, recognizing that this information must be kept accurate and current for use by others.
• Provide support for organization, set up and running of events and office meetings as required.
• Adhere to all university policy and regulatory requirements, including FOIP legislation.
• Liaise with other units as appropriate.

Qualifications / Requirements:

• Minimum 3 years administrative experience required.
• Experience working in a large, dynamic team with proven personal effectiveness and productivity required.
• Excellent interpersonal and communications skills required.
• Strong time-management and prioritization skills required.
• Ability to think critically and creatively under pressure while exercising good judgement and discretion is required.
• Results oriented, resourceful and innovative.
• Intermediate computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) required.
• Experience interacting with and supporting students is considered an asset.
• Previous experience with PeopleSoft, Orbis, QLess, Purecloud, Qualtrics is an asset.
• Experience with web content management systems will be considered an asset.
• Knowledge of university policies and procedures associated with the portfolio supported is preferred.
• Ability to build relationships to accomplish goals with a diverse group within and outside of the Faculty of Science is essential.

Application Deadline: August 31,2023

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 . 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 ( ).

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.

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