Description
Research and Administrative Services within the Faculty of Science is currently seeking a Full-time Regular Sr. Faculty Administrator.
The Faculty administrative support will provide administrative support to associate deans and program Directors (and/or other faculty leadership as required) including, calendar maintenance, attending and minuting meetings, organizing workshops, responding to general inquiries, assisting with correspondence, working with internal and external partners and organizing travel arrangements as required.
The Faculty administrative support will provide an advanced level of administrative and organizational support to the Faculty of Science. This position reports to the Manager, Research and Administrative Services.
Summary of Key Responsibilities (job functions include but are not limited to):
Administrative Support for Associate Dean(s) and Program Directors:
- Administrative coordination of projects within the Associate Dean and Program Director profiles.
- Effectively manage the day-to-day calendar and schedule of the Associate Deans and Program Directors they are assigned to support to ensure that regular ongoing meetings with team members and external contacts take place.
- Support Associate Deans and Program Directors in resolving conflicts well in advance by proactively planning and assessing situations in advance.
- Manage and provide administrative support to ensure that the day-to-day and planned activities within each of the portfolios are completed in a timely, accurate and professional manner to support the effectiveness of each associate dean.
- Acknowledge and respond to requests and general inquiries related to associate dean portfolios.
- Track, prepare, and report on the monthly PCard and travel and expense card reconciliations for the associate deans.
- Organize documentation and background information to prepare the associate deans and program directors for focus groups, workshops and other meetings related to their respective portfolios. This includes organizing agendas, taking and distributing minutes.
- Undertake continuous development and streamlining of administrative processes and procedures to assist the associate deans and program directors with day-to-day complex tasks.
- Complete correspondence and generate reports and statistics related to support, with data collection and analysis of the programs, workshops, and seminars implemented by the associate deans.
- Assist with correspondence, including drafting presentations, posters, emails, briefing notes for meetings, brochures, and monthly reports.
- Organize documentation and background information to prepare associate deans and program directors for workshops and other meetings related to their portfolios.
- Organize travel arrangements for associate deans/program directors as required.
- Support projects for associate dean/program director's portfolio activities. This may include:
- Supporting research activities and the grant application and award process.
- Managing student-related business processes associated with academic misconduct processing RTW, appeals etc.
- Maintaining detailed database that tracks grants, contracts and award applications applied for and held by the academic staff in the faculty.
Reception and Office Administrative Support:
- Promote a positive atmosphere ensuring visitors experience a positive, helpful, and welcoming environment.
- Maintain the office reception area, and general office spaces to ensure overall cleanliness and organization.
- Coordinate, provide and oversee the primary reception for the office in which they are assigned to work (e.g., answer telephones, email, assist and resolve visitor inquiries, triage student, staff and faculty inquiries and make referrals to appropriate resources and staff, respond, track incoming and outgoing correspondence, deliver mail and couriers).
- Foster and maintain cooperative and trusting relationships with stakeholders (both internal and external) to provide seamless and efficient support.
- Provide administrative support such as printing, scanning, shredding, room bookings, supply ordering and maintenance.
- Submit and track all Archibus requests, telephone installs, etc.
- Organize files on LAN, OneDrive and physical files as needed; maintain files according to FOIP and document retention rules.
- Develop new and streamlined administrative processes; acknowledge and respond to requests and general inquiries.
- Provide backup for all portfolio generic mail accounts.
- Provide support for the organization, set up and execution of events and office meetings as required.
Qualifications / Requirements:
- Post-secondary degree or diploma (or equivalent) required.
- Minimum 5 years administrative experience required.
- Experience working in a large, dynamic team with proven personal effectiveness and productivity is required.
- Excellent interpersonal and communications skills required.
- Proven organizational skills, multitasking and high attention to detail required.
- Ability to think critically and creatively under pressure while exercising good judgement and discretion required.
- Demonstrated ability to be resourceful, creative, innovative, and flexible required.
- The ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required.
- Advanced Computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) required.
- Experience interacting with and supporting undergraduate students is considered an asset.
- Previous experience with PeopleSoft, Sharepoint, Orbis, QLess, Purecloud, Qualtrics is considered an asset.
- Experience with web content management systems will be considered an asset.
- Knowledge of university policies and procedures associated with the portfolio supported is an asset.
Application Deadline: August 14, 2025
Please include a cover letter that details your ability to work in close partnership with others, how you maintain a positive attitude when faced with setbacks, and how you have demonstrated adaptability and flexibility in the past.
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.
