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Administrative Assistant, Office of Internationalization, Werklund School of Education

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Job ID: 13970

Updated: October 14, 2017

Location: Main Campus

Position Overview

The Office of Internationalization in the Werklund School of Education is currently seeking a Part-time Regular Administrative Assistant.

As the first point of contact for the Office of Internationalization this requires the ability to use discretion, maintain professionalism and composure under pressure, demonstrate adaptability and flexibility and provide efficient, quality service often requiring multi-tasking simultaneous priorities.  The incumbent is responsible for administrative duties, maintaining office equipment, storage and work rooms, ordering supplies, updating inventories and organizing events. The incumbent will refer all new or unusual situations or problems to the Manager Office of Administration in a timely manner and works within well-defined guidelines and procedures. This position requires a level of tact and diplomacy in dealing with sensitive and confidential materials and is able to exercise some initiative and judgement in prioritizing work to meet requirements. The incumbent will also be required to initiate expense reports for academic members associated with the aforementioned unit.

Position Description

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

  • Administrative duties including compiling data and working with supervisors to prepare draft letters, meeting briefs, forms, reports and other related documents using various software programs e.g. Microsoft Office, Outlook, D2L and Sharepoint
  • Maintain and update the website for Office of Internationalization
  • Planning events, including co-ordinate calendars, room booking/preparation, catering, and required technology coordination, etc., following WSE guidelines
  • Overseeing purchases and reconciling expenses
  • Organizing travel arrangements as needed
  • Scheduling, organizing and acting as recording secretary for regular and ad-hoc meetings
  • Sharing information with others as appropriate using discretion and good judgement
  • Clerical duties such as faxing, scanning, photocopying, filing, maintaining office equipment, and ensuring adequate inventory of supplies
  • Under the direction of the Manager, processes corporate card claims in Business Administration System (BAS) in a timely manner. Ensures receipts and documentation's are appropriate and complete, and that claims are compliant with current policies and entered into BAS in a timely and accurate manner
  • Compiling, drafting, and editing a wide variety of documentation including routine correspondence, presentations, spreadsheets, reports, web pages and other related documents using various software programs
  • Overseeing purchases and reconciling expenses
  • Organizing travel arrangements for researchers as needed
  • Scheduling, organizing and acting as recording secretary for regular and ad-hoc meetings

Qualifications / Requirements:

  • High School Diploma required; post-secondary diploma in Office Administration preferred
  • Ability to effectively navigate a large organization and manage relationships with a diverse range of stakeholders, including students, faculty, internal and external delivery partners, would be considered an asset
  • Strong planning and organizational skills, as well as effective problem solving ability required
  • Demonstrated ability to operate effectively within a dynamic, customer facing, team environment is required
  • Ability to work in a team environment with an open and consultative communication style is imperative
  • Ability to handle ambiguity and resolve emerging issues with initiative and a collaborative mindset is essential
  • Strong attention to detail is necessary
  • Positive and professional demeanor is essential
  • Solid knowledge in various software applications: Windows environment, Internet Explorer, MS Office Professional (Word, Excel, PowerPoint, Outlook), Drupal, D2L, Sharepoint
  • Ability to acquire an understanding and proficient use of the University business systems (PeopleSoft, e-Procurement, maintenance requests)
  • Knowledge of the University of Calgary environment and procedures
  • An additional language or international experience is a benefit

Application Deadline:  October 13, 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 be recognized as 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. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

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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