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Administrative Assistant, ISE, Werklund School of Education

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Job ID: 12347

Updated: April 10, 2017

Location: Main Campus

Position Overview

The department of Integrated Services in Education in the Werklund School of Education is currently seeking a Recurring Part-time Administrative Assistant.

This position will be responsible for covering ISE administrative duties in a challenging, high paced environment, involving high call volume, visitors, staff, faculty and students when the Administrative Coordinator is away as well as offering support to ISE during peak times such as term start up and year-end.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Providing administrative support for the ISE unit and Director and the entire ISE
  • Serving as initial contact for all administrative requests which may need to be directed and handled in a professional and courteous manner
  • Providing support and consultation by organizing, prioritizing and responding as appropriate to specific requests and needs to the ISE unit
  • Prioritizing, organizing, managing and responding as appropriate to incoming correspondence, information and inquiries to the Test Library Resource Centre
  • Providing in-take services, advising potential clients about the clinical process or program details, and redirecting clients if they do not meet the clinical criteria
  • Processing of e-procurement, expense forms, timesheet exemptions, and other related duties using the PeopleSoft processing system
  • Overseeing the collection of fees and preparation of receipts of contracted and private clients
  • Preparing deposit books and banking
  • Maintaining clinic facility bookings and assisting student clinicians in scheduling client appointments
  • Maintaining clinic spreadsheet for test library, including check-out/check-in of test materials
  • Organizing and shipping test material to online students
  • Managing all Accounts Receivable and Accounts Payable processes

Qualifications / Requirements:

  • Post-secondary education is highly desired
  • Excellent administrative and organizational skills with the ability to set priorities and meet objectives
  • 3 - 5 years of related administrative experience. Clinical experience desired. Experience in medical/psychological record keeping would be an asset
  • Prior University experience in an administrative role is an asset, with knowledge of university regulations, policies and procedures
  • Proficient in MS Office applications, and a strong working knowledge of Excel spreadsheets
  • Knowledge of FOIP regulation is an asset
  • Experienced with invoicing and collections
  • Demonstrated knowledge and experience with PeopleSoft is highly desirable, particularly in billings/invoicing
  • Ability to maintain an impeccable degree of confidentiality and deal with difficult issues in a sensitive and confidential manner
  • Excellent written and verbal communication skills and strong interpersonal skills
  • Must have the ability to work independently and as part of a team, to be pro-active and self-directed
  • Must be conscientious and demonstrate a high degree of accuracy and attention to detail
  • Experienced organizing workshops, seminars or other related group functions is preferred

Application Deadline:  March 23, 2017

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 II.

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 Werklund School of Education visit Careers in the Werklund School of Education.

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 become 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. Ranked as the top young university in Canada and North America, the University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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