Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Reception and Administrative Support
- Promote a positive atmosphere ensuring visitors experience a positive, helpful, and welcoming environment.
- Maintain the general office spaces to ensure overall cleanliness and organization.
- Provide administrative support to the unit; answering phone inquiries, responding to emails and assisting and resolving visitor inquiries.
- Foster and maintain cooperative and trusting relationships with stakeholders (both internal and external) in order to provide seamless and efficient support.
- Use a thorough knowledge of program degree requirements as detailed in the University of Calgary Academic Calendar, to triage student questions to the GSC team members as appropriate.
- Provide administrative support such as printing, scanning, shredding, room bookings, supply ordering and maintenance.
- Manage and provide administrative support to ensure that the day-to-day and planned activities are completed in a timely, accurate and professional manner to support the effectiveness of the unit.
- Organize and update files on SharePoint and physical files as needed; maintain files according to FOIP and document retention rules.
- Develop new and streamline existing administrative processes.
- Assist with booking rooms, preparing agendas, taking and distributing minutes.
- Manage and triage generic email accounts.
- Provide support for organization, set up and running of events and office meetings as required.
- Send mass communications to the GSC mailman lists on behalf of the Centre or other units.
Graduate Program Support
- Coordinate and schedule student oral thesis and candidacy examinations for master’s and doctoral programs (including but not limited to processing student forms, ensuring all the information is received, updating the tracking spreadsheet, completing Peoplesoft entry, etc.)
- Coordinate graduate course scheduling and entering timetabling data into PeopleSoft
- Ensure timely production of an accurate schedule of graduate science courses each year for Fall/Winter and Spring/Summer
- Coordinate and assist with uploading new admission documents to PeopleSoft.
- Coordinate course outline approval process, ensuring that templates are comprehensive and reflect updated university, Faculty and department policies and procedures.
- Coordinate the distribution of course evaluations (USRIs) for the graduate-level courses
- Assist with registration inquiries (e.g., putting allows for students, processing independent study forms, processing and coordinating COR forms, etc.)
Other
- Identify professional development needs and skill priorities; continues own personal development, learning and training; keeps current with post-secondary developments.
- Adhere to all university policy and regulatory requirements, including FOIP legislation.
- Liaise with FGS, USC, Scheduling and other units as appropriate.
Qualifications / Requirements:
- Four-year undergraduate degree required.
- Minimum 2 years administrative experience required, preferably in student affairs environment.
- Experience working in a large, dynamic team with proven personal effectiveness and productivity is required.
- Excellent interpersonal and communications skills required.
- Strong planning, time management and organizational skills, as well as effective decision-making, multitasking and problem solving ability in a deadline driven, high volume environment required.
- Ability to think critically and creatively under pressure while exercising good judgement and discretion required.
- Demonstrated ability to be resourceful, creative, innovative, and flexible required.
- Ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required.
- Advanced 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, and Qualtrics is considered an asset.
- Knowledge of university policies and procedures associated with the portfolio supported is an asset.
- Ability to build relationships to accomplish goals with a diverse groups within and outside of the Faculty of Science essential.
- Maintain composure and professionalism in high-pressure situations required.
Application Deadline: July 25, 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 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. For more information about the Faculty of Science visit Careers in the Faculty of Science.
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.