Department Administrator, Faculty of Science

Description

Research and Admin Services in the Faculty of Science is currently seeking 2 Full-time Regular Department Administrators.

Reprting to the Manager, Research and Administrative services, the Department Administrator 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.

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

• Promote a positive atmosphere ensuring visitors experience a positive, helpful, and welcoming environment.
• 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.
• Foster and maintain cooperative and trusting relationships with stakeholders (both internal and external) in order to provide seamless and efficient support.
• Provide administrative support for the sessional hiring process, including document collection, offer letter creation/distribution.
• Special projects and other duties relevant to the position.
• Maintain required records for incoming and outgoing staff.
• Coordinate and directs request for room assignments, keys and technology as required.
• 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.
• Collaborate with the Space Administrator and EHS partner to ensure lab clearances are completed during off-boarding.
• Provide oversight for collection and verification of data pertaining to employment requirements.
• Provide documentation of feedback gathered through exit interviews in order to support the development and implementation of a strategic plan to increase retention of staff.
• Support occupational health and safety documentation requirements and related tracking of information at hiring and ongoing.
• Maintain records and files to ensure that information is as up-to-date as possible.
• Provide support for organization, set up and running of events and office meetings.
• Identify professional development needs and skill priorities.
• Adhere to all university policy and regulatory requirements, including FOIP legislation.

Qualifications / Requirements:

• Minimum 3 years administrative experience required.
• Experience working in a large, dynamic team with proven personal effectiveness and productivity.
• Excellent interpersonal and communications skills.
• Strong organizational skills and ability to handle multiple tasks and duties simultaneously requiredAptitude for accuracy and detail.
• Ability to think critically and creatively under pressure while exercising good judgement and discretion.
• Results oriented, resourceful and innovative.
• Ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines.
• Intermediate computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel).
• Previous experience with PeopleSoft, Orbis, QLess, Purecloud, Qualtrics.
• Experience with web content management systems.
• 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: May 3, 2024

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/Admin 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 Equity, Diversity and Inclusion (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.