Description
The Faculty of Nursing is currently seeking a Full-time Limited Term Senior Administrative Assistant for approximately 24 months.
The Senior Administrative Assistant, Teaching and Learning and Student Support reports directly to the Director of Faculty Operations and is part of the Administration team. There is also a strong linkage requiring day-to-day collaboration and support to the Associate Dean, Teaching and Learning, the Faculty of Nursing's Mental Health and Wellness Clinic (MHWC) and as needed the Curriculum Coordinator and Program Evaluator. This position is also responsible for coordinating internal events such as info sessions, town halls, Truth and Reconciliation Circles and others as needed.
This position is responsible for providing administrative support to the above listed roles with primary support assigned to the Associate Dean of Teaching and Learning and administrative support including front reception during drop-in hours for the MHWC and occasional support to the Curriculum Coordinator and Program Evaluator. This position requires the ability to consistently use discretion, maintain professionalism, confidentiality, and composure under pressure, demonstrate adaptability and flexibility, and provide efficient, quality service. This position works as part of a collaborative team and frequently works closely with staff, faculty, students, other learning institutions, and external organizations and therefore must consistently demonstrate strong communication skills.
The incumbent in this position is required to determine their own priorities and deadlines. Work pressure can be relatively high especially during peak periods and the impact of error is high. The Senior Administrative Assistant requires highly developed organizational, analytical and problem- solving abilities to deal effectively with complex tasks and initiate changes to work processes or problem solve to resolve issues as needed in the Undergraduate program. This position is required to deal with sensitive matters and ensure that concerns are resolved quickly and effectively.
Summary of Key Responsibilities (job functions include but are not limited to):
- Maintain calendars, schedule appointments/meetings and other calendar functions
- Ensure they are informed of meetings and appointments, making certain that work is prepared in advance of these activities and required logistics and materials have been assembled
- Coordinate meetings including scheduling and setting up the appropriate modality (e.g. Zoom, MS Teams), preparing agendas and minutes and following up on action items
- Coordinate travel arrangements and other instructors that may be travelling
- Assist with communications (emails, letters, brochures and posters) and prepare and edit presentations and reports
- Enter, process and reconcile expense claims
- Oversee multiple confidential documents including budget, invoices stipends and honorarium payments
- Perform administration related to their teaching requirements
- Screen requests and provided information and guidance to faculty staff, students and internal/external stakeholders
- Maintain awareness of upcoming events and internal/external meetings related to the faculty
- Accountable for administrative tasks related to Faculty of Nursing university curriculum and unit reviews
- Accountable for administrative tasks related to accreditation processes of the Canadian Association of Schools of Nursing (CASN) and the Nursing Education Program Approval Board (NEPA, and CRNA)
- Provide reception services during drop-in hours -6 hours per week
- Reconcile expenses
- Organize events and workshops
- Update files as requested
- Assist with documentation and presentations
- Coordinate internal events for the Faculty such as info sessions, town halls, student engagement events, celebrations and others as needed. Including but not limited to ordering catering, booking rooms, setting up registration, advertising and communications
- Send follow-up surveys to participants
- Schedule, organize and attend committees, workgroups, and events as requested by the Associate and Assistant Deans. This includes but is not exclusive to preparing agendas, setting up technology, ordering catering, , planning and organizing events, preparing minutes and following up on action items
- Support team members and faculty as needed with events, meeting requests and Faculty Operations
- Develop and initiate changes to processes to gain efficiency, both for own portfolio and for individual projects
- Ensure continuous development and streamlining of administrative processes, procedures, and workflow
- Assist with special projects as assigned by Director of Faculty Operations. Provide back up to other team members as required
Qualifications / Requirements:
- College diploma in Administration or Business preferred
- A minimum of seven (7) years of administrative experience in a university setting with at least five (5) years at a senior administrative level supporting multiple individuals
- Ability to relationship build to meet the administrative requests of others and develop strong positive working relationships is essential
- High level of proficiency in Microsoft Office applications (Word, Outlook, Excel, Teams, PowerPoint,) Adobe Acrobat, and Qualtrics is essential
- Experience working with web-based systems and the ability to update and maintain web-based systems is required
- Highly developed organizational skills with excellent attention to detail and the ability to set priorities and parallel process functions is essential
- Advanced communication, interpersonal, and customer service skills are critical
- Highly developed problem solving and analytical skills with proven ability to adapt quickly to changing priorities in an effective manner is critical
- Demonstrated ability to work independently and in a team environment, with the ability to initiate tasks and determine priorities and deadlines is required
- High degree of judgment, discretion, ethics, and professionalism is required. Demonstrated ability to take initiative is essential
- Knowledge of the University's culture, policies, and practices is required
- Previous experience in PeopleSoft or other Enterprise Resource Planning (ERP) program is considered an asset
- Demonstrated knowledge and understanding of Indigenous people, governance, culture, history, community dynamics and protocols 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.
