Administrate Assistant, Faculty of Arts

University of Calgary; Calgary; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to join the Faculty of Arts. This full-time position offers a unique opportunity to support the International Indigenous Studies Program and work closely with academic leaders. You will play a key role in ensuring the smooth operation of administrative tasks, including event planning, travel arrangements, and grant management. The ideal candidate will possess strong organizational skills, a keen understanding of Indigenous strategies, and the ability to handle multiple priorities in a dynamic environment. Join a vibrant community committed to diversity, inclusion, and excellence in education.

Qualifications

• 1+ years of experience with Indigenous students and faculty at UCalgary.
• 3+ years of administrative support experience in a post-secondary environment.
• Strong interpersonal and communication skills required.

Responsibilities

• Provide administrative support for the International Indigenous Studies Program.
• Coordinate events and travel arrangements for Dr. M. Scott Taylor.
• Manage grant purchases and maintain confidentiality in all tasks.

Skills

Administrative Support

Confidentiality Management

Event Planning

Communication Skills

Problem Solving

Time Management

Indigenous Strategy Knowledge

Technology Proficiency

Education

Undergraduate Degree

Equivalent Combination of Education and Experience

Tools

Latex/Overleaf

Drupal 8

Marketo

SharePoint

Microsoft Office Suite

Job description

Description

The Arts Admin Operations within the Faculty of Arts is currently seeking a Full-time Temporary Relief Administrative Assistant for approximately 1 year.

The Faculty of Arts is home to highly motivated educators, researchers and students who have the critical and technical skills, as well as the creative knowledge and spirit, to make sense of our rapidly changing and increasingly globalized world. As the largest teaching faculty and the site of exceptional scholarly and creative activity, the Faculty of Arts is central to the Eyes High goals of sharpening our focus on research and scholarship, enriching the quality and breadth of learning, and integrating with the community. The Faculty is excited about promoting a distinctive student experience and a commitment to citizenship, diversity and inclusion helps build a healthy and respectful campus culture for all. We are extremely confident in the excellence of our various programs, institutes and centres, and take great pride in the accomplishments of our students, faculty, staff and alumni.

Reporting to the Manager, Pod Operations, this role provides key administrative support for the International Indigenous Studies Program, the ECON/POLI/SOCI pod, and to Dr. M. Scott Taylor.

This position works closely with the International Indigenous Studies Director, as well as Dr. M. Scott Taylor to provide general administrative support. This position also works closely with the Manager, Department Operations, Department Heads, and other academic leadership positions within the pod, and is a member of the pod administrative staff team.

This position has an impact on the operational day-to-day functioning of the operational pod by ensuring that tasks are carried out in a timely, accurate, and collegial manner. There is a variable workload with peak work periods that coincide with the academic cycle and strategic initiatives attached to the International Indigenous Studies program and those that are undertaken within the operational pod.

Administrative responsibilities require initiative, accuracy, thoughtful input, and discretionary decision-making. Work is driven by multiple simultaneous priorities and deadlines and requires the management of competing interests to provide satisfactory outcomes for all involved, recognizing the unique needs of a wide variety of stakeholders and collaborators. Many functions involve confidential information; therefore, respect for confidentiality is essential.

The work involves both high volume and diversity, with a range from moderate to high problem solving. There are frequent interruptions and moderate levels of stress and pressure throughout the year, with several peak periods containing multiple priorities and critical timelines. The work has moderate physical demands, including checking Pod spaces, posting signs, updating access keypads and maintaining physical bulletin boards across several buildings, and moving equipment and coordinating deliveries which may require a need to lift up to 10 kg. The position will require the incumbent to routinely work in and travel between at least two units located in different buildings on campus on a daily basis based on varying and unpredictable demands.

This is a Regular Full-Time AUPE position. 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. Half of its focus is on the International Indigenous Studies Program, and half on support to Dr. M. Scott Taylor.

Working closely with the Indigenous Program Director, this position performs a variety of administrative tasks that support the administration and advancement of the International Indigenous Studies Program, and by extension ii’ taa’poh’to’p – the university’s Indigenous strategy. The position is key to ensuring that the International Indigenous Studies Program is seamlessly integrated with the Department of Political Science.

The position also provides general administrative support to Dr. M. Scott Taylor. This includes expense reporting, travel arrangements, website updates, event and meeting planning, and other administrative activities which support Dr. Taylor's research and service responsibilities.

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

• Administrative support for grant purchases, including creating requisitions, paying invoices, and all related follow-up and associated tasks (e.g., legal contract clearance, sole source approvals, etc.).
• Support transferring written materials to publishing software, to support with book writing and teaching materials using Latex/Overleaf.
• Maintenance and update of professional website (events, research, publications, etc.).
• Travel arrangement and reimbursements, including coordination with hosts at destination where required.
• Actively participate in the planning, coordination, execution and follow-up for events that support initiatives associated with Dr. Taylor's research (conferences, lunches, social events).
• Coordinate logistical arrangements for visiting researchers and speakers brought by Dr. Taylor to the Department of Economics (e.g., travel, reservations, expense reimbursement, catering, posters, etc.).
• Coordinating undergraduate, graduate student and post-doctoral hiring as research assistants.
• Assist in the preparation of research funding applications, and prize applications.
• Working closely with the Indigenous Program Director, provide administrative support to ensure the efficient operation and growth of the International Indigenous Studies Program in alignment with ii' taa'poh'to'p - the university's Indigenous strategy.
• Provide administrative support for grants, including setting up projects, creating requisitions, paying invoices, and all related follow-up and associated tasks.
• Liaise with the Business Operations Centre to administer e-procurement tasks (e.g., adding vendors, processing invoice payments and deposits, requesting purchase orders, etc.).
• With direction from the Manager, enter template-based hires for undergraduate students, and casual hires.
• Coordinate logistical arrangements for academic hiring as required (e.g., downloading applications, setting up interviews, arranging travel if required, etc.).
• Prepare meeting minutes (i.e., INDG program meetings).
• Reconcile credit card transactions monthly.
• Distribute incoming mail and deliveries; process mail and courier requests.
• Coordinate, organize, and distribute promotional materials for INDG program meetings, events, socials, and retreats.
• Send email communications for INDG program, to both external and internal audiences.
• Coordinates logistical arrangements for the Program's Speaker Series and other events involving special guests (e.g., travel, reservations, expense reimbursement, catering, posters, etc.).
• Coordinate the development and distribution of marketing materials (e.g., posters, email campaigns, etc.) to advance the INDG program and ii' taa'poh'to'p - the university's Indigenous strategy.
• Assist the communications team and the Indigenous Program Director with uploading relevant content to the International Indigenous Studies Program website.
• Review INDG course outlines as per checklist of calendar guidelines for INDG Director review and approval.
• Coordinate teaching and schedule submissions from INDG instructors for INDG Director review and approval.

Qualifications / Requirements:

• Undergraduate degree, or equivalent combination of education and experience may be considered.
• Strong understanding of the University's Indigenous strategy - ii' taa'poh'to'p.
• Strong understanding of the International Indigenous Studies program and its strategic direction.
• A minimum of 1 year experience working with University of Calgary Indigenous students, faculty and community members.
• A minimum of 3 years of administrative support experience in a post-secondary or similar public sector environment.
• Demonstrated knowledge of UCalgary's procurement system, policies and procedures.
• Demonstrated knowledge of the policies, procedures and practices specific to transactions involving indigenous participants and students.
• Familiarity with programs served by the Pod.
• Proven expertise with Drupal 8, Live Whale, and Marketo.
• Demonstrated proficiency with SharePoint.
• Demonstrated proficiency with document preparation software Latex or a willingness to train to acquire strong skills using this and similar software programs.
• Demonstrated ability to master new technology tools quickly and independently.
• Proven ability to perform web updates independently.
• Proven ability to create and administer email campaigns using Marketo.
• Proven ability to administer SharePoint sites including access provisioning, application creation, and site maintenance.
• Proven proficiency with the University of Calgary's student registration and course administration procedures.
• Strong proficiency in desktop applications such as Word, Excel, PowerPoint, Outlook.
• 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 judgment and high attention to detail.
• Demonstrated professionalism, tact and maturity in handling confidential information ethically and with discretion.

Application Deadline: December 31, 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 / Administrative Job Family, Phase 2.

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 ([e-mail]) and requests for accommodations can be sent to Human Resources ([e-mail]).

Do you have most but not all the qualifications? Research shows 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.