Administrative Assistant, Faculty of Graduate Studies

The University of Calgary

3mo ago

Applications are closed

Job
Full-time
Mid Level
People, HR & Administration
Business, Operations & Strategy
Calgary

Requirements

Post-secondary education (Bachelor’s degree preferred), preferably in business/office administration or communications.
Minimum 3 years of progressive administrative work experience in a complex business or university environment.
Knowledge of policies and procedures related to graduate education and appeals is an asset.
Strong inter-personal communication skills, displaying a pleasant and helpful attitude, providing a positive first impression to visitors.
Well-organized, flexible, proficient and detail oriented.
Demonstrated initiative, and ability to recommend and implement changes to procedures.
Proven team player who will provide cooperation and support to the FGS staff team, within the parameters of the profile, while maintaining high regard for confidential matters.
Solid knowledge of the Microsoft Office suite of products is required, including intermediate to advanced skills in Outlook, Word, Excel, and Microsoft Teams.
Demonstrated technical skills with a variety of software and a high aptitude and eagerness to gain expertise with the software used by the Faculty of Graduate Studies.
Peoplesoft experience together with skill in web content management, D2L (Learning Management System), SharePoint, Marketo and the Adobe Creative suite are highly desirable.
Experience with tracking, reconciling and submitting expenses.
Experience with creating requisitions and payment orders as well as handling payments for honoraria and contracts.
Experience planning and executing both in-person and virtual events.
Experience with onboarding new employees in the University environment is an asset.

Responsibilities

Consult regularly with the Senior Director, Operations Manager & Executive Assistant to set priorities and ensure a proactive approach to tasks and accountabilities.
Provide administrative and operational support for the Senior Director and Associate Deans, including scheduling meetings and managing calendars.
Coordinating/supporting FGS meetings including room and refreshment booking, audio visual set up, agenda, slide and document preparation, minute-taking.
Act as the onboarding coordinator for incoming staff and Associate Deans as required.
Coordinate door access, IT set up, Peoplesoft access, scheduling of initial meetings and training sessions, and other items as requested.
Maintain onboarding documents and information in FGSnet.
Assist with appropriate set-up and moves of office space and IT equipment. Coordinate requests for IT support as required.
Manage expense claims and account reconciliations.
Input template-based hires, process documentation, and ensure appropriate coding is applied.
Support the planning and execution of events including internal team building events. Liaise effectively with colleagues, and with internal and external vendors to coordinate venues, refreshments, audio-visual set up, invitation and management of VIP guests, collection of RSVPs, event program creation, and communications.
Provide assistance as needed to the Student Services team, under the direction of the Senior Director.
Provide assistance as needed to other FGS teams, under the direction of their Managers.
Manage office visitors and telephone inquiries professionally, providing clear communication and direction.
Support the student appeal process for the Faculty.
Manage the deangrad inbox and triage to appropriate parties.
Support the Senior Director with coordination of the FGS Culture Committee and its initiatives.
Provide back-up and support to the Operations Manager & Executive Assistant to the Dean as needed; this includes supporting FGS Council and committees as required during absence of the Operations Manager & Executive Assistant to the Dean.
Maintain inventory of supplies and equipment, place orders as necessary.
Support the maintenance of a clean, tidy, and welcoming office space. Coordinate requests for facilities and maintenance support as required.
Maintain and communicate schedule for kitchen clean-up.

FAQs

Is this position remote or hybrid?

This position works onsite in the Faculty of Graduate Studies Office for 35 hours per week, Monday to Friday, and is not a hybrid role.

What are the working hours for this position?

The regular working hours for this position are 35 hours per week, Monday to Friday, though occasional work outside of regular hours may be required.

What is the application deadline for this role?

The application deadline for this position is October 15, 2024.

Is a cover letter required when applying?

Yes, a cover letter is required for all applications.

What qualifications are needed for this role?

Candidates should have post-secondary education (preferably a Bachelor's degree in business/office administration or communications) and a minimum of 3 years of progressive administrative work experience in a complex business or university environment.

Are there opportunities for professional development in this position?

While the job description does not explicitly mention professional development, the responsibilities include gaining expertise with various software, which may provide opportunities for skill enhancement.

Is experience with Peoplesoft necessary for this role?

Peoplesoft experience is highly desirable, but not explicitly required.

Will the Administrative Assistant be involved in event planning?

Yes, the Administrative Assistant will support the planning and execution of events, including internal team-building events.

Is knowledge of graduate education policies required?

Knowledge of policies and procedures related to graduate education and appeals is considered an asset for this role.

Will there be opportunities to assist other teams within the Faculty of Graduate Studies?

Yes, the Administrative Assistant is expected to provide assistance to various FGS teams under the direction of their Managers as needed.

The University of Calgary

Canada's entrepreneurial university, A top research university

Education

Industry

1966

Founded Year

Mission & Purpose

The University of Calgary is a leading Canadian university located in the nation's most enterprising city. The university has a clear strategic direction to become one of Canada's top five research universities, where research and innovative teaching go hand in hand, and where we fully engage the communities we both serve and lead. This strategy is called Eyes High, inspired by the university's Gaelic motto, which translates as 'I will lift up my eyes.’