Executive Assistant to the Dean, Faculty of Science - Calgary, Canada - University of Calgary

Description

Description

The Dean's Office in the Faculty of Science is currently seeking a Full-time Regular Executive Assistant to the Dean.

Reporting to the Dean, this position provides senior level administrative and advisory support to the Dean. This position requires an in-depth knowledge of University and Faculty policies and procedures as well as a comprehensive understanding of the Dean's priorities, portfolios, and commitments. This position deals with highly confidential materials and requires the ability to exercise considerable discretion, judgment and independent decision making concerning the effective management of information, both internally and externally.

The Executive Assistant is responsible for ensuring that the action items arising from priorities/decisions from the Dean are undertaken and completed according to specific and often coordinated deadlines. This involves effective senior administrative responsibilities and management of processes, information management and policy dissemination, including special committee and council activities.

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

• Schedule and manage the Dean's appointments, meetings, Donor meetings, and events.
• Arrange and organize meetings, including preparing agendas, attending meetings, and taking minutes.
• Handle and screen incoming calls, emails, and correspondence for the Dean.
• Draft and prepare official correspondence on behalf of the Dean.
• Facilitate communication between the Dean and other faculty, staff, students, and external stakeholders.
• Make travel arrangements for the Dean, including booking flights, accommodations, and transportation.
• Manage T&E Card and Expense Claim Submission in a timely manner.
• Organize and maintain the Dean's files, documents, and records.
• Assist in document preparation, editing, and proofreading.
• Assist in managing the Dean's worklist, reviewing expenses, tracking expenses, and approving.
• Disseminate information to relevant departments, faculty, and staff on behalf of the Dean.
• Conduct research and provide background information on various topics as requested by the Dean.
• Provide general administrative support, including photocopying, filing, and office organization.
• Handle sensitive information with discretion and maintain confidentiality.
• Collaborate with other administrative staff and departments to facilitate seamless operations.
• Address and resolve routine issues and inquiries on behalf of the Dean.
• Represent the Dean in a professional manner when interacting with internal and external stakeholders.
• Coordinates activities for a variety of committees (Chaired by the Dean and/or Vice-Dean).

Qualifications / Requirements:

• A university degree or equivalent experience with a minimum of five years of related senior administrative experience.
• Effective time management skills, the ability to balance multiple priorities and task coordination skills are essential due to the large volume of work.
• Experience working in a large, dynamic organization with proven personal effectiveness and productivity.
• Ability to communicate effectively and confidently while maintaining attention to detail and exercising discretion when disseminating information to others.
• Excellent advanced skills in digital technology tools such as Microsoft Office Applications (Word, Outlook, Excel), document sharing platforms (SharePoint, MS Team).
• Requires exceptional organizational, research, analytical and time management skills with ability to use exceptional judgment and discretion.
• Exemplary interpersonal and communication skills are essential.
• Ability to act decisively and exercise a high degree of initiative and judgement.
• A high degree of accuracy and attention to detail is required, with the ability to prioritize often conflicting demands.
• Ability to think critically and creatively under pressure while exercising good judgement and discretion.
• Demonstrated ability to be resourceful, creative, innovative, and flexible.
• The ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines.
• Previous experience with PeopleSoft, SharePoint, is an asset.
• Knowledge of university policies and procedures associated is an asset.

Application Deadline: May 19, 2024

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 classified in the Operational and Administrative Support Career Band, Level 4 of the Management and Professional Staff Career Framework.

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

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 Equity, Diversity and Inclusion ) and requests for accommodations can be sent to Human Resources ).

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.