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Department Administrator, Research and Administrative Services, Faculty of Science

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Job ID: 27459

Updated: January 12, 2023

Location: Main Campus

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

Research and Administrative Services in the Faculty of Science is currently seeking two (2) Full-time Regular Department Administrators.

The Faculty of Science has been catalyzing change and inspiring discovery, creativity, and innovation for over 50 years. Our strategic direction integrates current and emerging strengths with areas targeted for future growth and investment. Our strategic priorities, goals, and values guide our mission to advance research, scholarship, and innovation, create authentic learning experiences, and inspire careers of the future. We fuel transformational change, and build a strong community through teaching, learning, research, scholarship, and collaborative partnerships. We do this work to generate curiosity-drive discovery and contribute solutions to society's grand challenges. For more information, visit science.ucalgary.ca.

Reporting to the Manager, Research and Administrative Services, the Department Administrator is responsible for providing administrative support to the portfolio in
which they are assigned. This includes maintaining the reception area and general office space, answering and triaging inquiries from visitors, file maintenance, and logistical coordination of meetings, working groups, and events.

Position Description

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

Administrative Support

  • Promote a positive atmosphere ensuring visitors experience a positive, helpful, and welcoming environment. Maintain the office reception area, and general office spaces to ensure overall cleanliness and organization.
  • Distribute and maintain database of keys issued to Graduate Students, Faculty members, and visitors as well as maintaining CO-200 card swipe access and building access as required operationally.
  • Coordinate, provide and oversee the primary reception for the office in which they are assigned to work (e.g. answering telephones, email, assisting and resolving visitor inquiries, triaging student, staff and faculty needs and making referrals to appropriate resources and staff, responding and tracking incoming and outgoing correspondence).
  • Foster and maintain cooperative and trusting relationships with stakeholders (both internal and external) in order to provide seamless and efficient support.
  • Provide administrative support such as printing, scanning, shredding, room bookings, supply ordering, meeting minutes and maintenance.
  • Receive and deliver incoming mail and couriers.
  • Submission and follow up of all Facilities Maintenance (Archibus) requests, telephone installs etc.
  • Organize files on LAN, OneDrive and physical files as needed; maintain files according to FOIP and document retention rules.
  • Provide administrative support for the sessional hiring process, including document collection, offer letter creation/distribution, TBH.
  • Provide recommendations to gain efficiency in administrative processes; acknowledge and respond to requests and general inquiries.
  • Provide back up for all portfolio generic mail accounts.
  • Special projects and other duties relevant to the position may be assigned as required.
  • Maintain continuity of work operations by documenting and communicating needed actions; determining continuing needs.
  • Maintain required records for incoming and outgoing staff.
  • Coordinate and direct request for room assignments, keys and technology as required.
  • Ensure that the Faculty's Directory Manager, IT, Marketing/Communications, and Facilities are aware of room assignments and correct phone number.
  • Manage and implements orientation and onboarding and off-boarding processes (for example, access to UCIDs, email, learning management system, keys, telephones) including coordination and participation in the orientation days.
  • Collaborate with the Space Administrator and EHS partner to ensure lab clearances are completed during off-boarding.
  • Provide oversight for collection and verification of data pertaining to employment requirements.
  • Provide documentation of feedback gathered through exit interviews in order to support the development and implementation of a strategic plan to increase retention of staff.
  • Support occupational health and safety documentation requirements and related tracking of information at hiring and ongoing.

Program Support

  • Use a thorough knowledge of research and administrative services requirements to triage student, faculty, and questions as appropriate.
  • Maintain records and files to ensure that information is as up-to-date as possible, recognizing that this information must be kept accurate and current for use by others.
  • Provide support for organization, set up and running of events and office meetings as required.
  • Identify professional development needs and skill priorities; continue own personal development, learning and training; keep current with post-secondary developments.
  • Adhere to all university policy and regulatory requirements, including FOIP legislation.
  • Liaise with other units as appropriate.

Qualifications / Requirements:

  • Minimum 3 years administrative experience required.
  • Experience working in a large, dynamic team with proven personal effectiveness and productivity required.
  • Excellent interpersonal and communications skills required.
  • Strong time-management and prioritization skills required.
  • Strong organizational skills and ability to handle multiple tasks and duties simultaneously required.
  • Aptitude for accuracy and detail.
  • Ability to think critically and creatively under pressure while exercising good judgement and discretion is required.
  • Results oriented, resourceful and innovative.
  • Creative and flexible.
  • Ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required.
  • Intermediate computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) required.
  • Experience interacting with and supporting students is considered an asset.
  • Previous experience with PeopleSoft, Orbis, QLess, Purecloud, Qualtrics is an asset.
  • Experience with web content management systems will be considered an asset.
  • Knowledge of university policies and procedures associated with the portfolio supported is preferred.
  • Ability to build relationships to accomplish goals with a diverse group within and outside of the Faculty of Science is essential.
  • Serve as the point of contact and link between faculty support units, departmental faculty, staff and students.
  • Maintain composure and professionalism in high pressure situations is required.

Application Deadline:  This position will remain open until filled; however, applicants will be reviewed as they are received.

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 2.

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

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

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 ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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 ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

 

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