Description
The Werklund School of Education is currently seeking a Full-time Regular Administrative Assistant.
The Administrative Assistant reports to the Manager, Academic Support Office. Due to operational requirements, this position is predominantly in-person and on-campus, within the AUPE Collective Agreement, with standard hours of work ranging from Monday to Friday 8:30 am -4:30 pm (35 hours per week). This position may require changes to the work schedule encompassing evening and weekend hours when workshops and other events are scheduled.
The Academic Support Office includes the Offices of Research, Internationalization, Teaching and Learning, Equity, Diversity & Inclusion, Indigenous Education and Experiential Learning that support Faculty members, Postdoctoral Scholars, Teaching Assistants, Sessional Instructors and students at Werklund School of Education. This full-time position provides administrative support to all the offices of Academic Support Office excluding Experiential Learning.
Summary of Key Responsibilities (job functions include but are not limited to):
- Provide administrative duties as requested by the Manager, Associate Deans and Directors, Academic Support Office
- As initial contact, provide support to the faculty, visitors of the Academic Support office, answering their queries in a timely, courteous, and professional manner
- Liaise with internal and external staff and agencies and act as the initial resource person; triage the Academic Support office related e mails and communication
- Process office expenses in a timely and accurate manner, ensure receipts and documentation are appropriate and complete, and claims are compliant with current policies
- Fulfill administrative duties including compiling data, and working with other members of the Academic Support Office to prepare draft letters, meeting briefs, forms, reports, and other related documents using various software programs e.g. Microsoft Office, D2L, SharePoint, Canva etc
- Co-ordinate calendars, book meetings and meeting rooms, and be responsible for event planning, room preparation, catering arrangements, and coordination of required technology
- Perform clerical duties such as scanning, photocopying, filing, and preparing digital documents
- Support faculty members and office team members in completing and submitting the material for awards, grants, nominations, project extensions etc
- Support offices in maintaining and updating the applicable websites for the Academic Support Office
- Work with vendors and service providers to obtain relevant information and process office expenses in a timely and accurate manner
- Monitor, maintain, and order supplies for the office (equipment and general office)
- Perform new or temporary responsibilities as and when they arise
Qualifications / Requirements:
- Post-secondary degree or a minimum of 3 years related administrative experience within a post-secondary institution preferred. An equivalent combination of education and/or experience may be considered
- Positive, professional demeanor and demonstrated experience in working effectively within a dynamic, customer facing, team environment and working with a diverse range of stakeholders and partners is essential
- High level of proficiency with Office365 applications (Word, Excel, Outlook, Teams, and PowerPoint) Canva, D2L, SharePoint, Zoom is required
- Demonstrated knowledge and experience with PeopleSoft including record keeping, billing/invoicing and expense reconciliation is required
- Strong communication, organizational and time management skills are required
- Ability to work independently as well as in a team environment
- Ability to work under pressure, be proactive, handle ambiguity and resolve emerging issues with initiative and a collaborative mindset
- Ability to produce work with a high degree of accuracy and strong attention to detail
- Ability to quickly learn how to operate a wide variety of university business and communication systems (e-Procurement, maintenance requests, Electronic Bulletin Board etc)
- Knowledge of the University of Calgary environment, regulations, policies, and procedures in an administrative role is an asset
- Knowledge of an additional language or international experience is an asset
Application Deadline: July 22, 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 2.
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.
