Description
The Haskayne School of Business is currently seeking a Full-time Limited Term Administrative Assistant for approximately 24 months.
The Administrative Assistant is a member of the centralized Administrative Services Team within Haskayne School of Business (HSB). This role reports to the Associate Director, Operational Governance and provides ongoing and/or project-based support to one or more Administrative Academic(s)/Academic(s) within Haskayne School of Business, and occasional support to non-academic SLT members. While the Administrative Assistant may be assigned specific faculty member(s) to whom they will primarily support, it is expected that this role will work collectively within the Administrative Services Team to provide support to all academic staff within the School.
The Administrative Assistant works independently in their day-to-day work, and maintains regular and open communication with their manager, their team, and the stakeholder groups they support to ensure that all work is completed in an accurate, professional, and timely manner.
This position works within a framework of University and School policies and procedures and requires initiative and good judgment.
Due to operational requirements of this position, the incumbent is expected to work predominantly in-office. The primary hours of work are Monday to Friday, 8:30 A.M. to 4:30 P.M, 7 hours per day (35 hours per week); however, there may be a demand to work outside of these hours. The Administrative Assistant is part of the AUPE Collective Bargaining Unit.
Summary of Key Responsibilities (job functions include but are not limited to):
Provide efficient, accurate and dependable administrative support for one or more Administrative Academic(s) or departments within Haskayne School of Business. Following all University of Calgary processes and procedures, the incumbent's tasks may include but are not limited to:
- Calendar management
- Arranging meetings, preparing agendas and support materials, booking meeting rooms, recording/preparing minutes, and tracking action items
- Coordinates travel preparations and administration
- Ordering and maintaining supplies
- Website updates, social media content preparation and uploading
- Maintaining electronic and paper filing systems
- Sending, receiving and sorting mail and couriers
- Administrative financial tasks including credit card reconciliations, expense claim and invoice submissions, purchase order processing, project update requests forms, etc.
- Processing, receiving, and reconciling material and supply orders
- Acting in the capacity of first point of contact to a department or team
- Maintaining current Faculty Directory and mailman lists and communicating changes as they occur
- Providing administrative support for the organization of events, conferences and workshops
- Preparing gift packages and coordinating parking passes for visitors
- Ensuring optimal operation of office equipment and area supply needs are met
- Student scholarship funding administration, and
- Booking appropriate spaces on behalf of sessional instructors for office hours, team grading meetings, student deferred exams, etc.
Faculty Research Support
- Provides administrative support for various forms of research dissemination, journal editorial processes, and grant applications
- Processes grant extensions, maintains research literature and manuscript database, and creates presentations of research findings
- A general understanding of research objectives for publication purposes is an asset
- Experience with video editing software and video content creation is an asset
Recruiting Support
- Administrative support for hiring faculty, students, marker/proctors, and research assistants
- Academic staff recruitment process administration
- Processing of template-based hires, job change requests, and extension requests
Other Accountabilities
- In collaboration with the manager and Administrative Services Team ensures clear priorities and expectations for administrative support services are established, communicated and adhered to; creates, documents, and updates process efficiencies to administrative procedures to increase process clarity and efficiency and to ensure compliance with university policies and procedures
- Works alongside others to build a collaborative and inclusive team that shares information, ideas and best practices, identifies areas for improvement and recommends solutions to improve the productivity and efficiency within own working area and across teams
- Provides coverage relief and workload sharing within the Administrative Services Team, the Dean' Office, and the Teaching and Learning administrative team, as requested.
- Maintains current knowledge regarding FOIP and university records management practices and requirements
- Active member of the University of Calgary Record Coordinator Team
- Proactively monitors office signage ensuring the information displayed is accurate and current
- Participates willingly in learning and developing skills, utilizing tools and technology, and is open to accepting new challenges and assignments
Qualifications / Requirements:
- Minimum of 4+ years of progressive administrative experience required, preferably in a post-secondary environment
- Post-secondary certificate, diploma or degree in a related field
- Demonstrated administrative, analytical, organizational, time and workload management skills while performing/prioritizing multiple tasks of varying complexity and responding to constant interruptions
- Demonstrated ability to act independently and as part of a team to initiate, coordinate, track and follow through with cyclical tasks and projects
- Strong written and verbal communication skills are necessary. Drafts clear and concise correspondence, seeks clarification, and responds to all enquiries with the utmost professionalism and within established guidelines
- Works well under pressure, remaining calm in demanding situations
- Respects privacy, maintains confidentiality, demonstrates diplomacy and good judgement at all times
- Team player with a customer-first service orientation who fosters a welcoming, service-oriented culture and positive stakeholder relationships and experiences
- Intermediate to expert user of business systems including Microsoft Office Suite, Teams, Zoom, and web navigation required. Understands or willing to learn and become an intermediate to expert user of University core business systems such as PeopleSoft
Application Deadline: July 30, 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 3 .
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.
