Sr. Administrative Assistant, Academic Partnerships and Indigenous Development

Description

The Faculty of Nursing is currently seeking a Full-time Limited Term Sr. Administrative Assistant Academic Partnerships and Indigenous Development for approximately 24 months.

The Senior Administrative Assistant, Academic Partnerships reports directly to the Director of Faculty Operations. There is also a strong linkage requiring day-to-day collaboration and support to the Assistant Dean, Academic Partnerships, Assistant Dean, Faculty Development, Director, Indigenous Initiatives, Manager, Mental Health and Wellness, and the Manager, Technology Integrated Learning.

This position is responsible for providing administrative support to the above listed roles and for the delivery of services within the Academic Partnerships portfolio. As such this position requires the ability to consistently use discretion, maintain professionalism, confidentiality, and composure under pressure, demonstrate adaptability and flexibility, and provide efficient, quality service. This position works as part of a collaborative team and frequently works closely with staff, faculty, students, other learning institutions, and external organizations and therefore must consistently demonstrate strong communication skills.

The incumbent in this position is required to determine their own priorities and deadlines. Work pressure can be relatively high especially during peak periods and the impact of error is high. The Senior Administrative Assistant requires highly developed organizational, analytical and problem- solving abilities to deal effectively with complex tasks and initiate changes to work processes or problem solve to resolve issues as needed in the Undergraduate program. This position is required to deal with sensitive matters and ensure that concerns are resolved quickly and effectively.

This is a regular full-time position and is part of the AUPE bargaining unit. The normal workday is 7 hours per day, five days per week, Monday through Friday. Additional hours during the morning, evenings and/or weekends may be required.

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

• Support two Assistant Deans and Director, Indigenous Initiatives. Provide administrative support for the two Assistant Deans that includes:
  • Maintain calendars, schedule appointments/meetings and other calendar functions;
  • Ensure that the Assistant Deans are informed of meetings and appointments, making certain that work is prepared in advance of these activities and required logistics and materials have been assembled;
  • Coordinate workflow to ensure the smooth operation of each Assistant Dean's portfolio;
  • Coordinate meetings including scheduling and setting up the appropriate modality (e.g. Zoom, MS Teams), preparing agendas and minutes and following up on action items;
  • Coordinate each Assistant Dean's travel arrangements and other instructors that may be travelling with Assistant Deans;
  • Assist with communications (emails, letters, brochures and posters) and prepare and edit presentations and reports;
  • Enter, process and reconcile expense claims;
  • Oversee multiple confidential documents including budget, invoices stipends and honorarium payments
• Perform administration related to each of the Assistant Dean's teaching requirements
• Screen requests and provided information and guidance to faculty staff, students and internal/external stakeholders
• Maintain awareness of upcoming events and internal/external meetings related to the faculty
• Provide some administrative support for the two Managers that includes:
  • Coordinate meetings or events including scheduling and setting up the appropriate modality (e.g. Zoom, MS Teams), preparing meeting packages, ordering food and beverages, setting up registration agendas and minutes and following up on action items;
  • Assist with communications (emails, letters, brochures and posters) and prepare and edit presentations and reports;
  • Enter, process and reconcile expense claims;
  • Oversee confidential documents including budget, invoices stipends and honorarium payments
• Maintain awareness of upcoming events and internal/external meetings related to the faculty
• Schedule, organize and attend committees and workgroups and act as recording secretary for the Faculty of Nursing Indigenous Initiatives Advisory Committee Meeting, the rural and Indigenous steering group meetings, as well as ad-hoc, advisory, subcommittee and events that may arise. This involves preparing agendas, booking rooms, inviting attendees, preparing minutes and following up on action items
• Develop and initiate changes to processes to gain efficiency, both for own portfolio and for individual projects
• Ensure continuous development and streamlining of administrative processes, procedures, and workflow
• Assist with special projects as assigned by Director of Faculty Operations or Assistant Deans. Provide back up to other team members as required

Qualifications / Requirements:

• College diploma in Administration or Business preferred.
• A minimum of seven (7) years of administrative experience in a university setting with at least five (5) years at a senior administrative level supporting multiple individuals.
• Ability to relationship build to meet the administrative requests of others and develop strong positive working relationships is essential.
• High level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, and Access), Adobe Acrobat, Publisher, Teams, Sharepoint and Outlook is essential.
• Experience working with web-based systems and the ability to update and maintain web-based systems is required.
• Highly developed organizational skills with excellent attention to detail and the ability to set priorities and parallel process functions is essential.
• Advanced communication, interpersonal, and customer service skills are critical.
• Highly developed problem solving and analytical skills with proven ability to adapt quickly to changing priorities in an effective manner is critical.
• Demonstrated ability to work independently and in a team environment, with the ability to initiate tasks and determine priorities and deadlines is required.
• High degree of judgment, discretion, ethics, and professionalism is required. Demonstrated ability to take initiative is essential.
• Knowledge of the University's culture, policies, and practices is required.
• Previous experience in PeopleSoft or other Enterprise Resource Planning (ERP) program is considered an asset.
• Demonstrated knowledge and understanding of Indigenous people, governance, culture, history, community dynamics and protocols is an asset

Application Deadline: May 15, 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/Administartion Job Family, Phase 3.

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.