Faculty Administrative Assistant, Research and Administrative Services

University of Calgary; Calgary; Sur place; CAD 45 000 - 60 000; Plein temps

Résumé du poste

University of Calgary seeks a Full-time Administrative Assistant (6 months) within the Faculty of Science to provide operational and HR support in a fast-paced office.

The role covers reception, data management, onboarding/offboarding, and project-based tasks, ensuring confidentiality and professional service to faculty, staff, and students.

Qualifications

• Certificate or diploma in Business, Office Administration or related field, or equivalent experience.
• Minimum of 2 years of Administration experience supporting teams and projects.
• Experience in a large, dynamic organization or post-secondary setting is an asset.
• Strong personal effectiveness, productivity, professionalism, and teamwork.
• Ability to think critically, exercise good judgement, and maintain confidentiality.
• Excellent communication with diverse stakeholders.
• Resourceful, flexible, and able to work independently under tight deadlines.
• Advanced computer skills including Office 365 (Teams, SharePoint, Word, Outlook, Excel, PowerPoint).
• Experience with PeopleSoft is an asset.
• Knowledge of university policies and procedures related to the portfolio is an asset.

Responsabilités

• Provide backup support across the team as assigned.
• Administer room bookings, supply orders, mail distribution, printer supplies, meeting room troubleshooting, and facilities requests.
• Triage administrative tasks including ongoing, recurring, and new requests.
• Maintain reception and common areas, greet visitors, and ensure a welcoming environment.
• Support department and faculty events.
• Assist with organizing communications and record-keeping systems.
• Handle confidential correspondence and documentation with discretion.
• Manage space assignment data and allocate spaces in collaboration with stakeholders.

Connaissances

Office 365

Communication skills

Time management

Discretion & judgement

Formation

Business/Office Admin diploma

Outils

PeopleSoft

SharePoint

Excel

Description du poste

Description

The Research & Administrative Services in the Faculty of Science is currently seeking a Full-time Limited Term Faculty Administrative Assistant for approximately 6 months.

The Faculty Administrative Assistant reports to the Senior Manager, Administrative Services with strong accountability to other members of the Faculty of Science. This position is responsible for executing administrative requirements in a fast-paced, dynamic team environment with rapidly changing priorities that requires the ability to adapt quickly, with a service-oriented mindset. This role requires exceptional judgement, critical thinking and professionalism to address complex issues.

This is an on campus position and not eligible for the hybrid work program.

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

Operational & Administrative Support

• Provide backup support across the team as assigned
• Administer room bookings, supply orders, mail distribution, printer paper, meeting room troubleshooting, and facilities requests
• Triage administrative tasks including ongoing and recurring tasks and new and incoming requests
• Maintain reception and common areas including maintaining cleanliness, stocking supplies, greeting visitors, and other activities to ensure a welcoming environment
• Provide support for department and faculty events
• Assist with organizing communications and record-keeping systems
• Handle confidential correspondence and documentation with discretion
• Maintain space assignment data and assign spaces to Faculty, staff, and students including postdocs and grad students in collaboration with stakeholders, such as the Department Heads, Program Directors, and Faculty of Science Space Team

Human Resources & Hiring Support

• Provide support for hiring processes including preparing documents, maintaining electronic files, and updating trackers
• Facilitate onboarding/offboarding processes including keys, phones, and space access
• Support special academic HR projects like workload reporting and annual reporting support

Client Service and Communication

• Act as a resource for faculty, staff, students, and external stakeholders
• Respond to inquiries regarding processes, policies, and transactions
• Promote a positive, professional, and courteous service environment
• Coordinate information flow and ensure timely updates to stakeholders
• Support new faculty, students, and staff in navigating administrative systems
• Facilitate department documentation, including obtaining required signatures and ensuring that documentation is accurate, complete, and stored correctly
• Foster trusting relationships through timely and accurate communication
• Serve as first point of contact for issue resolution and triage concerns as needed

Data Management & Reporting

• Generate routine and ad-hoc reports (such as applicant data during hiring)
• Maintain data in various databases and tracking tools (such as PeopleSoft, SharePoint, Excel, Lists, etc.) ensuring accuracy and timeliness in entering data such as daily hiring status updates
• Maintain digital and physical files adhering to the University's retention rules and schedule, including arranging shredding as needed

Team Collaboration and Leadership

• Support team-based problem solving and project execution
• Share knowledge and foster collaboration within and across working groups
• Model professionalism, initiative, and a solutions-focused attitude
• Promote a collegial, respectful, and inclusive team environment

Qualifications / Requirements

• A completed certificate or diploma in Business, Office Administration or related field. A combination of education and experience will be considered
• Minimum of 2 years of experience in Administration with an emphasis on supporting teams and projects
• Experience working in a large, dynamic organization or post-secondary institution is an asset
• Proven personal effectiveness, high productivity, professionalism, and a positive, collaborative and team-focused mindset
• Ability to think critically and creatively, exercising good judgement, professionalism, and discretion
• Ability to communicate effectively with a wide range of audiences and stakeholders including students, staff, faculty, internal and external partners, vendors, and members of the public while maintaining confidentiality
• Ability to be resourceful, innovative, flexible and work independently to tight deadlines while maintaining a high level of attention to detail
• Ability to triage effectively and handle overlapping priorities
• Advanced computer skills including Office 365 (Teams, SharePoint, Word, Outlook, Excel, and PowerPoint)
• Previous experience with PeopleSoft is an asset
• Knowledge of university policies and procedures associated with the portfolio supported is an asset

Application Deadline: October 17, 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 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 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 ( [e-mail] ) and requests for accommodations can be sent to People & Culture ( [e-mail] ).

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.