Description
The Administrative Services Team in the Faculty of Science is currently seeking a Full-time Regular Senior Department Administrator.
The Faculty of Science at the University of Calgary is burgeoning as a destination for research talent and action-oriented students. Enormous changes in science, culture and the economy all demanded a new vigor for one of the largest and yet under-recognized faculties at the University of Calgary.
At its heart, the Faculty of Science is driven by curiosity, exploration, and discovery. We celebrate curiosity-driven investigation and make fundamental advances in scientific knowledge. We lead change by mobilizing scientific knowledge with the goal of making positive change for our community and the world. Through excellence and innovation in teaching and learning, we provide students with future-focused programs that ensures everyone can participate in the opportunities a science education affords. And we strive to do this through a lens of inclusive excellence so all can thrive.
The Senior Department Administrator reports to the Manager, Administrative Services with strong accountability to the Department Head and other members of the department. This position is responsible for executing administrative requirements in a fast-paced, dynamic team environment with rapidly changing priorities that requires the ability to adapt quickly, with a service-oriented mindset. This role requires exceptional judgement, critical thinking and professionalism to address complex issues. The standard work week is 35 hours; however, additional evening or weekend hours may be occasionally required.
Summary of Key Responsibilities (job functions include but are not limited to):
- Coordinate academic, sessional, reader-demonstrator, adjunct, and staff hiring processes including job postings, interview logistics, and onboarding.
- Enter hire data and job changes into PeopleSoft such as Job Opening Requests (JOR) and Template Based Hires (TBH).
- Assist with annual workload letters, sabbatical leave tracking, and faculty awards.
- Prepare offer letters, contracts, and maintain documentation for hiring.
- Maintain and update employment records and ensure privacy standards (FOIP) are met.
- Facilitate onboarding/offboarding processes including keys, phones, and space access.
- Support special academic projects like workload reporting and annual reporting support.
- Process expense claims and reimbursements for the department, Department Head, and visitors with supporting documentation.
- Reconcile monthly Purchase Card (PCARD) and Travel and Expense Card (T&E Card) transactions and ensure proper coding.
- Ensure financial processes comply with University policies and internal controls.
- Act as a liaison to the Business Operations team to ensure the successful transfer of information required to complete requests, such as expense payments, purchase orders, awards, student scholarships and research-related payments.
- Track departmental expenses.
- Schedule and coordinate meetings for the Department Head as well as monthly departmental meetings, including preparing agendas and taking and distributing minutes.
- Administer room bookings, supply orders, mail distribution, printer paper, meeting room troubleshooting, and facilities requests.
- Maintain department records, directories, and organizational charts.
- Triage administrative tasks including ongoing and recurring tasks and new and incoming requests.
- Maintain reception and common areas including maintaining cleanliness, stocking supplies, greeting visitors, and other activities to ensure a welcoming environment.
- Assist with travel arrangements for faculty, staff, and candidates including referrals to the University's travel supplier and ensuring that all travel documents for international travelers have been received and reviewed by the International Specialist.
- Provide support for department and faculty events.
- Assist with organizing departmental communications and record-keeping systems.
- Handle confidential correspondence and documentation with discretion.
- Provide backup support across the team during absences or high-volume periods.
- Maintain space assignment data and coordinate space allocation to Faculty, staff, students, postdoctoral scholars and grad students in collaboration with the department representative and Faculty of Science Space team.
- Maintain the database of keys and card access issued to faculty, staff, and students.
- Receive, sort, and distribute packages and correspondence including mail and electronic communications.
- Act as a resource for faculty, staff, students, postdoctoral scholars, and external stakeholders.
- Respond to inquiries regarding processes, policies, and transactions.
- Promote a positive, professional, and courteous service environment.
- Coordinate information flow and ensure timely updates to stakeholders.
- Support new faculty, students, and staff in navigating administrative systems.
- Facilitate department documentation, including obtaining required signatures and ensuring that documentation is accurate, complete, and stored correctly.
- Foster trusting relationships through timely and accurate communication.
- Serve as first point of contact for issue resolution and triage concerns as needed.
- Develop and maintain internal communication tools such as Teams, SharePoint, etc.
- Represent the unit in collaborative meetings and maintain a client-first focus.
- Generate routine and ad-hoc reports (such as applicant data during hiring).
- Organize and archive electronic and physical documents in compliance with FOIP.
- Maintain data in various databases and tracking tools (such as PeopleSoft, SharePoint, Excel, Lists, etc.) ensuring accuracy and timeliness in entering data such as daily hiring status updates.
- Maintain digital and physical files adhering to the University's retention rules and schedule, including arranging shredding as needed.
- Identify and recommend improvements to administrative workflows.
- Support implementation of new system processes (e.g., PeopleSoft, SharePoint, Teams).
- Participate in strategic planning and goal setting for department operations.
- Research and share innovative solutions to administrative challenges.
- Develop tools and templates to standardize and streamline processes.
- Actively engage in change management efforts related to process improvements and departmental and Faculty initiatives.
- Maintain ongoing upskilling and professional development.
- Maintain process and informational documents updating to reflect changes when needed.
- Mentor, and seek mentorship, from team members and providing and receiving training on policies, procedures, and tools.
- Contribute to team-based problem solving and project execution.
- Share and seek knowledge to foster collaboration within and across departments.
- Coordinate coverage and support for cross-functional responsibilities.
- Model professionalism, initiative, and a solutions-focused attitude.
- Serve as a point of escalation for complex issues requiring judgment.
- Promote a collegial, respectful, and inclusive team environment.
Qualifications / Requirements:
- A completed certificate or diploma in Business, Office Administration or related field, undergraduate degree, or a Minimum of 5 years of experience in senior Administration with an emphasis on supporting teams.
- Experience working in a large, dynamic organization with proven personal effectiveness, high productivity, professionalism, and a positive, collaborative and team-focused mindset.
- Ability to think critically and creatively, exercising good judgment, professionalism, and discretion.
- Ability to communicate effectively with a wide range of audiences and stakeholders including students, staff, faculty, internal and external partners, vendors, and members of the public while maintaining confidentiality.
- Ability to be resourceful, innovative, flexible and work independently to tight deadlines while maintaining a high level of attention to detail.
- Ability to triage effectively and handle overlapping priorities.
- Advanced computer skills including Office 365 (Teams, SharePoint, Word, Outlook, Excel, and PowerPoint) as well as Adobe Acrobat Pro.
- Previous experience with PeopleSoft is an asset.
- Knowledge of university policies and procedures associated with the portfolio supported is an asset.
Application Deadline: June 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.
