Description
The Arts Admin Operations within the Faculty of Arts is currently seeking a Full-time Regular Administrative Assistant.
The Faculty of Arts is home to highly motivated educators, researchers and students who have the critical and technical skills, as well as the creative knowledge and spirit, to make sense of our rapidly changing and increasingly globalized world. As the largest teaching faculty and the site of exceptional scholarly and creative activity, the Faculty of Arts is central to accomplishing the Ahead of Tomorrow goals of increasing access to impactful and future-focused education, harnessing the power of research and innovation to tackle society's biggest challenges, locate community at the centre of all we do, and make our processes clearer, simpler and better than any other university. The Faculty is excited about promoting a distinctive student experience and a commitment to citizenship, diversity and inclusion helps build a healthy and respectful campus culture for all. We are extremely confident in the excellence of our various programs, institutes and centres, and take great pride in the accomplishments of our students, faculty, staff and alumni.
The Arts Students' Centre (ASC) is the main point of contact for undergraduate student advising and engagement in the Faculty of Arts. In addition to providing prescriptive program advising for over 40 undergraduate degree programs offered by the faculty, ASC provides general advising on Faculty of Arts and University regulations and processes, coordinates participation in recruitment, admission and conversions activities across the faculty, administers student engagement programs, and provides strategic and administrative support for calendar and curriculum review processes.-
Reporting to the Manager, Arts Students' Centre, the full-time Administrative Assistant role reports to the Manager, Arts Students' Centre, with accountabilities to the Associate Dean, Student Success and the Associate Dean, Teaching, Learning and Student Engagement. This role is an in-person on campus position. Normal work hours are 8:30 a.m. - 4:30 p.m., Monday to Friday
The Administrative Assistant provides exceptional customer service to all visitors, staff, faculty and students. Using strong communication and customer service skills, the team member uses in-depth knowledge of the university to answer questions and make referrals to the appropriate people and resources, both in the faculty and the campus at large. This position also assists with administrative tasks to help ensure the Arts Students' Centre operates smoothly.
The ability to work as a team member is critical to success, as well as the ability to be flexible and to remain highly professional during stressful situations. The volume of work is steady with peak periods and can vary from routine to somewhat complex.
The primary purpose of the position is to serve two key functions; 1) primary contact for front-line service to students, staff, faculty and the general public; 2) administrative support to the Arts Students' Centre team.
Summary of Key Responsibilities (job functions include but are not limited to):
- Staffing both an in-person and virtual front desk, the incumbent will communicate in a polite, respectful, and helpful manner and have a good working relationship with faculty and staff across all units on campus.
- Serves as point of first contact at the Arts Students' Centre information desk; triages student, staff and faculty needs and connects visitors with the assistance they need.
- Administers with sensitivity and tact incoming/outgoing electronic mail, telephone calls, paper and in-person requests, answering queries and/or re-routing as appropriate.
- Opens and closes main office in accordance with established office hours.
- Ensures orderliness and organization of reception area, meeting spaces and file room.
- Books appointments with appropriate advisor for students requiring more specific information or advising.
- Provides routine information and admission requirements to prospective and current students and the general public.
- Provides accurate and timely administrative support for the Associate Deans, Manager, ASC and Manager, Advising and Administration.
- Develops and maintains effective relationships within the Faculty and other areas on campus.
- Maintains supplies inventory, purchasing and receiving goods.
- Ensures office equipment in general office is well maintained, serviced, and fully functional. This includes updating the phone system and the online booking system.
- Coordinates maintenance, furnishings, telecommunications, and disposal requests.
- Ensures timely submission of expense claims and PCard reconciliation for the Associate Deans and Managers.
- Updates Arts Students' Centre websites, signage, and email bounce back messages.
- Coordinates physical mail and maintains departmental faculty and staff lists and faculty electronic mailman lists.
- Assists with the coordination of special events which may require room bookings, setting up food requirements, preparing and distributing notices.
- Coordinates confidential shredding and assists with the maintenance of files.
- Assists with email communication and hard-copy mail outs (produces address labels and stuffs envelopes).
Qualifications / Requirements:
- Strong orientation towards superior customer service.
- Ability to maintain an approachable, cheerful, and helpful disposition, and professional appearance.
- Excellent written and oral communication skills required to deal with a diverse population (faculty, staff, students & visitors).
- Reliability and punctuality.
- Excellent organizational skills.
- Experience handling confidential materials with discretion.
- Flexibility and ability to perform multiple tasks with varying degrees of complexity in a location of constant demand for information by phone, e-mail and in person.
- Strong computer skills in Microsoft Office (Word, Excel), PeopleSoft, Oracle Calendar and email and internet applications.
- A high level of accuracy and attention to detail.
- Initiative in carrying out assigned tasks and identifying tasks to be completed to ensure satisfactory completion of responsibilities.
- Proven ability to work independently and in a team setting.
- Proven ability and desire to continually learn and upgrade technical knowledge.
Application Deadline: May 20, 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 part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.
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.
