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Administrative Assistant, Undergraduate Programs, Werklund School of Education

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Job ID: 14300

Updated: November 23, 2017

Location: Main Campus

Position Overview

Undergraduate Programs in the Werklund School of Education is currently seeking a Full-time Regular Administrative Assistant.

This position provides direct administrative support to Undergraduate Programs in Education (UPE), in the Werklund School of Education. The Administrative Assistant reports to and works under the day-to-day direction of the Manager, Undergraduate Programs to ensure the smooth and efficient operation of UPE. The Administrative Assistant will also provide administrative support to the Associate Dean, UPE, and the Manager. The incumbent represents UPE through frequent interactions with academic staff, support staff, administrators and the public in matters related to UPE. This portfolio is very diverse, with a wide range of responsibilities, and requires the ability to work in an environment that is complex, constantly changing and at times stressful (especially during peak periods).

Position Description

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

  • Assists the Manager and Associate Dean in booking and coordinating their schedules ensuring that the Associate Dean is well informed regarding itineraries, venues, meeting participants and works proactively to ensure that the Associate Dean is fully prepared
  • Coordinating events hosted by UPE, including; room booking and set-up, catering arrangements, invitations, and coordination of required technology
  • Clerical duties such as faxing, scanning, photocopying, filing, maintaining office equipment, and ensuring adequate inventory of office supplies
  • Maintains all UPE contact lists, including lists for Instructors and staff members as well as administering BEd student Mailman Lists
  • Sending out student communications through email, and confirming student appointments
  • Provide basic program information, answering application timeline inquiries, troubleshooting student registration issues and redirecting inquiries when necessary
  • Assist in creating web forms, tracking registrations, ensuring proper completion and submission of necessary waiver forms, and accepting payments for UPE student initiatives (e.g., field trips, events, etc.)
  • Maintains calendar of events for UPE
  • Update and maintain the UPE digital board ensuring all opportunities, events, PD sessions and relevant information are displayed
  • Coordination of UPE Newsletter article submissions as well as, creating, editing and distributing the newsletter
  • Receive and process all textbook orders in a timely manner; act as the UPE liaison between the UofC bookstore and instructors; submit and record textbook orders
  • Liaise as appropriate with Facilities, Supply Chain Management, and the Integrated Services Centre
  • Responsible for accounts receivable and payable for UPE including requisitions, expenses, Pcard purchases, honorarium payments, mileage claims and UPE student awards
  • Onboarding contact for UPE sessional instructors (e.g., expenses, ComMedia requests, printing, and system access)
  • Acts as D2L Administrator for all BEd courses as the first point of contact for instructors who require support. Informs and redirects them accordingly
  • Acts as USRI Administrator for all BEd courses working with the USRI office to ensure evaluations are available for students at the appropriate times and that both students and instructors are aware of dates/deadlines and processes
  • Electronically files Field Narrative Assessments for UPE students
  • FOIP Records Coordinator for UPE

Qualifications / Requirements:

  • Completion of relevant post-secondary diploma (or equivalent) is required
  • 3 - 5 years of administrative/reception experience in a professional office environment is required (previous experience in a post-secondary institution would be an asset)
  • A combination of education and experience will be considered
  • Solid knowledge in various software applications: Windows environment, Internet Explorer, MS Office Professional (Word, Excel, PowerPoint, Outlook) is required.
  • Ability to acquire an understanding and proficient use of the University business systems (PeopleSoft, e-Procurement, maintenance requests) is required.
  • Strong interpersonal and communication skills (written and verbal) are required in dealing with a wide range of inquiries.
  • Ability to show initiative in all aspects of the job is essential.
  • Superior organizational and time management skills to meet deadlines combined with flexibility to accommodate shifting priorities, and an ability to integrate a stream of incoming requests is required.
  • Ability to demonstrate good judgment and use own initiative, especially when dealing with confidential information is  necessary.
  • Ability to work with minimal supervision within a team environment is required.
  • Knowledge of the University of Calgary environment and procedures would be an asset
  • Positive attitude with the ability to embrace change in a dynamic environment is required

Application Deadline:  November 22, 2017

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.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase II.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Werklund School of Education visit Careers in the Werklund School of Education.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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