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Administrative Receptionist, Staff Wellness Centre, Risk

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Job ID: 14191

Updated: November 23, 2017

Location: Main Campus

Position Overview

The Staff Wellness Centre is currently seeking a Full-time Regular Administrative Receptionist.

The function of Staff Wellness at the University of Calgary is to promote, support and sustain the health and wellness of Faculty and staff.  Key services include; health promotion, health surveillance and disability management.  The Administrative Receptionist role provides administrative support for the delivery of programs and practices in each of the key Staff Wellness services which in turn results in maximizing the health of our workforce.

As a member of the Staff Wellness team, this position will report to the Director of Staff Wellness and is required to work closely with other members of the team.  Significant cross functional teamwork and communication is required within the Staff Wellness and Risk Management &Insurance teams and with other departments across the University community.

The job is demanding and success in this role requires impeccable accuracy; excellent analytical, prioritization and organizational skills; sound judgment; initiative and discretionary decision making which impacts services in an environment of change and shifting priorities.  The job is also responsible for providing superior service pertaining to the complex rules, regulations, and administrative issues in Staff Wellness, and deals with multifaceted situations.  The successful candidate must demonstrate tact and diplomacy to deal with situations that are confidential and on occasion contentious.  Competing interests must be managed with satisfactory outcomes for all involved.  Peak periods can be high stress with multiple priorities and simultaneous deadlines.


Position Description

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

  • Act as a first point of contact for Staff Wellness inquiries related to Health Promotion / Health Surveillance / Ability Management
  • Manage the main phone line and general email inbox, triaging escalated front line inquiries
  • Must communicate in a polite, respectful and helpful manner
  • Establish a good working relationship with faculty and staff in all departments across campus
  • Provide accurate and timely administrative support to the Staff Wellness and Risk Management and Insurance teams while prioritizing and managing sensitive and confidential information
  • Provide triage to Ability Management team (i.e. creation of case in Medgate)
  • General office management and general administrative functions for Staff Wellness
  • Coordinate room bookings, booking appointments and project/service requests (e.g. Archibus)
  • Maintain stationary/supplies inventory and order equipment/supplies as needed
  • Maintain key inventory and distribute shared space and department keys to staff
  • Coordinate mail and courier shipments
  • Purchase and receive goods through the PeopleSoft eProcurement system.
  • Assist with department website updates as needed
  • Assist with hardcopy files and filing systems (archiving)
  • Ensure office equipment is well maintained, serviced and fully functional
  • Continuously monitor the general office processes for the team, and where required, takes the initiative to streamline and re-engineer the processes to increase efficiency and effectiveness
  • Assist with health promotion and health surveillance events and programs
  • Assist with drivers system updates
  • Assist with distribution of vehicle insurance cards
  • Process purchasing payment requests
  • Assist with deposits, as required
  • Provide support to the Risk Portfolio as needed
  • Perform other related duties as required

Qualifications / Requirements:

  • Completed at least a two year diploma program and/or has related experience in an administrative capacity
  • Excellent technical skills with proficiency in Microsoft Office applications (Outlook, Word, Excel, Power Point, SharePoint)
  • High level of understanding of office administrative practices experience in a medical or counselling environment would be beneficial
  • Ability to act decisively and to exercise a high degree of initiative and judgment
  • Ability to develop innovative, productive solutions to complex issues and problems and to make improvements in existing systems and processes
  • Strong interpersonal, organizational and time management skills
  • Ability to multi-task and effectively work with all employee groups, dealing with tact and diplomacy in all situations
  • Strong written and verbal communication skills
  • Familiarity with PeopleSoft, Drupal and Medgate software systems an asset
  • Knowledge of university policies and procedures would be an asset

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 I .

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 .

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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