Job Description

Description

The

Haskayne School of Business

is currently seeking a Full-time Limited Term

Programs Assistant

for approximately 24 months.


The Programs Assistant is a member of the Programs Office Team within the Haskayne School of Business (HSB). This role reports to the Manager, Programs and supports undergraduate and graduate programs and the Programs Office.



The Programs Assistant works independently in their day-to-day work, and maintains regular and open communication with their manager, their team, and the stakeholder groups they support to ensure that all work is completed in an accurate, professional, and timely manner.



This role offers an energetic working environment with a wide variety of tasks and multiple priorities. Stressors range from low to moderate with routine work and periods of high volume with strict deadlines. Success in this role requires following established university policies and procedures, strong time management skills, and effectively performing a range of routine administrative activities. The Programs Assistant must have the ability to shift frequently between tasks, perform independently and as part of the team to meet changing priorities while always exercising sound judgement and tact. A high degree of thoroughness, strong attention to detail, efficiency, organization, and personal effectiveness are also required.



This position works within a framework of University and School policies and procedures and requires initiative and good judgment.


Due to operational requirements of this position, this position is on campus and is not suitable for remote or hybrid work. The Programs Assistant is part of the AUPE Collective Bargaining Unit. This role has an irregular schedule, with some weeks working Monday to Friday, 8:30 A.M. to 4:30 P.M, 7 hours per day (35 hours per week) and other weeks working a shifted schedule of Tuesday to Saturday or Wednesday to Sunday.

Summary of Key Responsibilities

(job functions include but are not limited to):


Provide efficient, accurate and dependable administrative support for programs within Haskayne School of Business. Tasks may include, but not be limited to:

Supports the in-person delivery of courses, being the first point of contact of contact for faculty and students Addresses and remedies issues and escalates more complex cases to the appropriate levels for resolution
calendar management
Arranging meetings, prepare agendas and support materials, booking meeting rooms, record/prepare minutes, and tracking action items Coordinates travel preparations and administration Ordering and maintaining supplies Website updates, social media content preparation and uploading, maintaining electronic and paper filing systems Sending, receiving and sorting mail and couriers Administrative financial tasks including credit card reconciliations, expense claim and invoice submissions, purchase order processing, project update requests forms, etc. Processing, receiving, and reconciling material and supply orders Acting in the capacity of first point of contact to a department or team Maintaining current Faculty Directory and mailman lists and communicating changes as they occur Providing administrative support for the organization of events, conferences, and workshops Preparing gift packages and coordinating parking passes for visitors Ensuring optimal operation of office equipment and area supply needs are met Student scholarship funding administration Booking appropriate spaces on behalf of sessional instructors for office hours, team grading meetings, student deferred exams, etc. Ensures clear priorities and expectations for administrative support services are established, communicated and adhered to; creates, documents, updates process efficiencies to administrative procedures to increase process clarity and efficiency and to ensure compliance with university policies and procedures Works alongside others to build a collaborative and inclusive team that shares information, ideas and best practices, identifies areas for improvement and recommends solutions to improve the productivity and efficiency within own working area and across teams Provides coverage relief and workload sharing within the Administrative Services Team, the Dean's Office and the Teaching and Learning administrative team, as needed Assist with research support as needed Maintains current knowledge regarding FOIP and university records management practices and requirements Active member of the University of Calgary Record Coordinator Team Proactively monitors office signage ensuring the information displayed is accurate and current Participates willingly in learning and developing skills, utilizing tools and technology, and is open to accepting new challenges and assignments

Qualifications / Requirements:

Minimum of 2+ years of progressive administrative experience or a combination of work experience and formal education are required Team player with a customer-first mindset who fosters a welcoming, service-oriented culture and positive stakeholder relationships and experiences Demonstrated administrative, analytical, organizational, time and workload management skills in an energetic environment while performing/prioritizing multiple tasks of varying complexity and responding to constant interruptions Demonstrated ability to act independently and as part of a team to initiate, coordinate, track and follow through with cyclical tasks and projects Strong written and verbal communication skills are necessary. Drafts clear and concise correspondence, seeks clarification, and responds to all enquiries with the utmost professionalism and within established guidelines Works well under pressure, remaining calm in demanding situations Respects privacy, maintains confidentiality, demonstrates diplomacy and good judgement at all times Intermediate to expert user of business systems including Microsoft Office Suite, Teams, Zoom, and web navigation required. Understands or willing to learn and become an intermediate to expert user of University core business systems such as PeopleSoft.

Application Deadline:

September 01, 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.