Position Overview
The Student Success Centre within Student and Enrolment Services is currently seeking a Full-time Regular Administrative Coordinator.
Reporting to the Director, Student Success Centre (SSC), this position provides administrative coordination for a central student service comprising 18 regular staff and over 20 casual positions. The Coordinator is responsible for overall administrative functions of the unit, including managing supply orders, financial transactions and reconciliation, provision of administrative support to workshops, programs and events, facilitating the effective operations of the reception desk and the supervision of student volunteers and interns, office correspondence and scheduling of meetings, and reception/greeting visitors to the Centre. This is a full-time position, and the regular shift is 7.0 hours per day, 8:30 a.m. – 4:30 p.m., Monday through Friday. Flexibility with daytime and weekend rotations may be required during peak periods.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Customer Service / Communication
- Responds to inquiries efficiently and effectively, and greets visitors professionally
- Re-directs inquiries needing additional expertise to appropriate contacts in a timely manner, responding efficiently to general emails that come to shared email accounts
- Exhibits excellent customer service skills to all stakeholders affiliated with office regarding career appointments, drop-in schedules
- Works in a fast-paced environment with frequent interruption and moves easily between Customer Service and Administrative duties
- Models high level of customer support for Student Success Centre Interns
- Supports the Communications Working Group within the SSC to ensure timely administration of program communication
- Displays flexibility when required to act as a support for management staff and other team members as required
Administration / Volunteer Coordination
- Oversees and supports staff in information and document management including program assessment data within established University and SSC guidelines and practices
- Maintains SSC Assessment SharePoint and supports staff in storing assessment data and reports appropriately
- Maintains database record in Orbis (Elevate) to update attendance for workshops and various events
- Maintains account creation and permission allocation within Elevate and provides first line support for Elevate issues / queries that arise within the team
- Monitors office supply inventory, supply requisitions and ordering of business cards
- Monitors and coordinates administrative support and processes for the team, and where required, takes the initiative to streamline and re-engineer processes to increase efficiency and effectiveness, seeking input and direction from Director on significant process changes that impact others
- Reviews, updates, and improves administrative processes and maintains office procedures manual
- Primary contact for Facilities and any requests for office maintenance requests
- Maintains the central booking calendar for meeting rooms
- Supports managers in template-based hires and troubleshooting time reporting of casual, hourly staff
- Mentors, provides general supervision and scheduling of 10-15 student volunteers for the front desks using Better Impact (volunteer management software)
Financial Administration
- Ensures proper procedures for retention, protection, retrieval, transfer, and disposal of records which include financial and student records
- Reviews monthly G/L (excluding salaries) for issues/errors and resolves appropriately
- Prepares invoices and reconciles expenses
- Manages all administrative aspects of the ATP payments and awards, including corresponding with Enrolment Services and Awards
- Reconciles invoices, expense reports and Purchasing Card and Travel Card expenses
Qualifications / Requirements:
- Post-secondary degree required
- Minimum of 5 years administrative experience in a professional environment with experience supporting diverse client groups
- Intermediate to advanced knowledge of the use Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Exchange, or other email/calendar systems); proficiency in Peoplesoft an asset
- Intermediate experience learning and working with various database software
- Strong organizational skills, and flexibility and ability to meet deadlines and deal with multiple priorities
- Event planning experience required
- Inter-cultural communications experience required
- Maintain strong knowledge and understanding of University of Calgary financial policies, procedures, and operations
- Strong interpersonal skills and communication skills in written and oral communications with senior leadership, staff and students, ensuring information given is clear and accurate
- Ability to coordinate a high volume of work during peak periods, meets numerous deadlines, and ensure a high degree of accuracy
- Superior customer relations skills
Application Deadline: July 18, 2022
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 3.
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 Student and Enrolment Services visit Careers in Student and Enrolment Services.
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 (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.