Administrative Coordinator, School of Public Policy - Calgary, Canada - University of Calgary

Description

Description

The School of Public Policy is currently seeking a Part-time Limited Term Administrative Coordinator for approximately 12 months.

This position reports to the Director, Business Operations at the School of Public Policy. This is limited term part-time position and is part of the AUPE bargaining unit. The normal work day is 7 hours per day, Thursday & Friday, however there may be coverage requirements for other days of the week. This role is shared with another team member who works Monday - Wednesday. It is not eligible for remote or hybrid work.

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

• Greet and direct all visitors to the area in a courteous and professional manner.
• Answer and screen telephone calls and emails, taking necessary and appropriate action.
• Acts as a resource for our stakeholders, guests, alumni, students, faculty and staff, providing direction and support where needed.
• Orders catering for meetings and internal staff events.
• Submit maintenance requests, and manage office vendors including stationary supplies, water, shredding, and coffee suppliers.
• Oversee kitchens, student lounge, boardrooms, mailroom and reception area, ensuring they are tidy and stocked with supplies.
• Responsible for submitting building access requests, mailing lists updates, and tracking office keys.
• Process incoming and outgoing mail and couriers.
• Provide support and backup to other Operations team members during busy times.
• Provide administrative support for the Associate Director, Research Director and Director, Business Operations that includes:
• 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 when required.
• Assist with communications (emails, letters) and prepare and edit presentations and reports.
• Responsible for corporate credit card and timely reconciliation.
• Maintain awareness of upcoming events and internal/external meetings related to the School.
• 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 the Director, Business Operations.
• Update the SPP HUB SharePoint site.
• Provide meeting room and classroom support including VC equipment, materials and supplies, room bookings, room setup and clean-up.
• Manage IT and phone equipment inventory.
• Records retention support.

Qualifications / Requirements:

• College diploma in Administration or Business preferred.
• A minimum of seven (7) years of administrative experience 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, Excel, PowerPoint, and Access), Adobe Acrobat, Publisher, Teams, Sharepoint and Outlook is essential.
• Must be able to work in a rapidly changing environment and with multiple distractions and interruptions.
• 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.
• Previous experience in PeopleSoft or other Enterprise Resource Planning (ERP) program is considered an asset.
• A team player, who proactively looks for ways to contribute to the success of SPP.
• An understanding of Public Policy and Post Secondary Institutions is an asset.
• Previous experience at the University of Calgary is an asset.

Application Deadline: April 17, 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 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

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.