Description
The Office of VP Research is currently seeking a Full-time Temporary Relief Executive Assistant for approximately 12 months.
The Executive Assistant in the office of the Vice-President Research (VPR) provides dedicated administrative support to a team of Associate VPRs, Executive Director, Director and the VPR when needed. This position reports to the Director, VPR operations, and operates on a regular work week schedule (Monday to Friday) with occasional variances in start and end time, depending on project or meeting requirements.
This position is a primary point of communication for all internal stakeholders from all levels of the institution as well as external stakeholders such as representatives from the provincial government and various industries. This position serves to facilitate the Research Executives leadership efforts with offices of Research Services, acting as a liaison and resource for these business units to stay in touch with the Vice President and Associate Vice Presidents of Research.
Must be able to work independently with minimal supervision as well as work collaboratively with the rest of the VPR office.
Summary of Key Responsibilities (job functions include but are not limited to):
- Manage the schedule of the AVPR/Executive Director/Director.
- Respond quickly and efficiently to last minute scheduling changes, while handling multiple tasks and meeting deadlines.
- Handle a large volume of meeting requests (via telephone, e-mail, and in person) with great sensitivity, tact, and efficiency despite continuous interruptions.
- Work strategically with others in the VPR Office to coordinate and plan schedules to ensure successful alignment with priorities.
- Committee support, including scheduling and document preparation (correspondence and meeting minutes).
- Coordinate and oversee travel arrangements, including processing of expense entries and payments.
- Ensure all inquiries are responded to in a pleasant and appropriate manner, while managing heavy volumes of email communication.
- Act as liaison for the AVPR in making calls, securing appointments and relationship building with internal and external stakeholders.
- Work closely with the Executive Director/Director and VPR Team to ensure the success of the AVPR's priorities.
- Prepare letters/memos/communications as requested by the AVPR/Executive Director/Director.
- Develop and maintain positive working relationships with University contacts and external stakeholders.
- Work independently on specific projects/assignments; identify and respond to priorities of the VPR Office; ensure the AVPR's project objectives are met within set deadlines.
- Maintain files for the AVPR/Executive Director/Director, adhering to university policy in the storage and retention of information.
- Coordination of IT requirements for the office.
- Submission of accurate financial transactions (purchase requisitions/journal requests/P-card reconciliation) in a timely manner.
- Document management with advanced level of experience using the following: Microsoft Office, Outlook e-mail/calendar, PeopleSoft, SharePoint, and Adobe Acrobat.
- Ordering of office supplies.
- Provide back-up administrative support as required during colleagues absences and vacations within the Executive Suite.
- Demonstrate initiative and flexibility in developing and changing processes, policies and practices when needed.
- Event coordination (booking rooms, catering, etc.).
- Work collaboratively with RSO and all other stakeholders.
- Knowledge of Vice President Research and Research Services (RSO) portfolios and the ability to be able to refer requests and distribute incoming mail appropriately.
Qualifications / Requirements:
- Relevant education with a minimum of 5 years experience as administrative support in a senior administration or executive level environment.
- Previous experience in academic environment is an asset as is experience with SharePoint, web site management and the PeopleSoft financial system.
- Must be a very organized individual with excellent verbal and written communication skills.
- Advanced level experience using the following software: Microsoft Office Suite in particular, Outlook e-mail/calendar, PeopleSoft, SharePoint, and Adobe Acrobat.
- Ability to demonstrate professionalism, discretion, courtesy and respect in all interactions is a must.
- Able to convey information clearly and concisely as well as seek information efficiently.
- Ability to work under pressure and handle multiple tasks and meeting deadlines.
Application Deadline: April 17, 2025
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.
This position is classified in the Operational and Administrative Support Career Band, Level 4 of the Management and Professional Staff Career Framework.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy 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 Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
