Administrative Assistant, Haskayne School of Business

University of Calgary; Calgary; On-site; CAD 28,000 - 38,000; Part time

Job summary

The University of Calgary invites applications for a Part-time Limited Term Administrative Assistant within the Haskayne School of Business, Insurance and Risk Management. The role supports the Chair and faculty, handling meetings, correspondence, and administrative tasks in a busy academic setting.

Based on campus three days per week (0.6 FTE), hours 8:30 AM–4:30 PM with occasional evenings and weekends. The role emphasizes initiative, confidentiality, and collaboration within AUPE.

Qualifications

• Minimum 2+ years of progressive administrative experience or a combination of work experience and formal education.
• Strong organizational, communication, and time-management skills.
• Ability to act independently and as part of a team to initiate and coordinate tasks.
• Proficiency with Microsoft Office Suite, Teams, Zoom and web navigation.
• Respect for privacy and confidentiality; demonstrated diplomacy and good judgement.

Responsibilities

• Arrange meetings, prepare agendas, support materials and minutes, and follow up on actions.
• Compile, draft and maintain correspondence with internal and external partners.
• Administrative financial tasks including credit card reconciliations, expense claims, payroll not-employees, and invoice submission.
• Coordinate events and programming support for Insurance and Risk Management.
• Maintain electronic and paper filing systems and SOP documentation.

Skills

Administrative experience

Communication

Time management

Teamwork

Independence

Discretion

Tools

Microsoft Office

Teams

Zoom

Web navigation

LinkedIn management

Job description

The Haskayne School of Business is currently seeking a Part‑time Limited Term Administrative Assistant for approximately 24 months.

The Administrative Assistant reports to the Program Chair in Insurance and Risk Management (Chair) within the Haskayne School of Business (HSB) and provides ongoing and/or project-based support to additional faculty members and instructors as needed.

The Administrative Assistant works independently in their day-to-day work, and maintains regular and open communication with the Chair, other HSB team members, and the stakeholder groups they support (e.g., students, alumni, faculty, and external partners) to ensure that all work is completed in an accurate, professional, and timely manner.

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

Due to the operational requirements of this position, the role is predominantly on campus. The position requires working three days a week (0.6 FTE), with the days to be agreed upon. The primary working hours are Monday to Friday, 8:30 AM to 4:30 PM, 7 hours per day (21 hours per week); however, flexibility is essential, including some evening and weekend work. This position is part of the AUPE Collective Bargaining Unit.

This is a part‑time Limited Term 2‑year position with possibility of extension.

Summary of Key Responsibilities

Administrative

• Arranging meetings, preparing agendas, support materials and minutes, and following up on actions as required
• Compile, draft and maintain correspondence with internal and external partners
• Administrative financial tasks including credit card reconciliations, preparation of expense claims, pay non-employees, and invoice submission
• Provide assistance in coordinating managing, and monitoring LinkedIn content, including reviewing and scheduling posts and liaising with stakeholder groups to enhance visibility and stakeholder engagement
• Maintaining electronic and paper filing system
• In collaboration with the Chair and Administrative Services Team ensures clear priorities and expectations for administrative support services are established, communicated, and adhered to
• Maintains documents of standard operating procedures for administrative procedures to increase process clarity and efficiency and to ensure compliance with university policies and procedures

Operational and Program Support

• Provide operational and logistical support for Insurance and Risk Management programming, events, workshops, conferences, and student experience initiatives as required
• Work with Chair where needed to support delivery, including:
• preparing and distributing schedules and invitations
• room bookings and space coordination
• catering, vendor and AV coordination
• travel and accommodation arrangements
• gifts and parking passes coordination
• act as a point of contact for operational inquiries when supporting specific initiatives
• expense claim submissions
• Attend events as support, as required

Other Accountabilities/Tasks

• 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 quality within own working area and across teams
• Additional duties as assigned

Qualifications / Requirements

• Minimum of 2+ years of progressive administrative experience or a combination of work experience and formal education are required
• Demonstrated administrative, analytical, organizational, time and workload management skills in an energetic environment while prioritizing and performing multiple tasks of varying complexity and responding to frequent 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
• Team player with a customer‑first mindset who fosters a welcoming, service‑oriented culture and positive stakeholder relationships and experiences
• Intermediate to expert user of business systems including Microsoft Office Suite, Teams, Zoom and web navigation required (Linked In management skills, webpage updating skills)

Application Deadline: September 23, 2026

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 Operations Administration 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 ii' taa'poh'to'p 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.

The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit‑based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous‑based events and processes are impacting curriculum, programming and polices at the University of Calgary.

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 (email) and requests for accommodations can be sent to People & Culture (email).

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.