Administrative Assistant, Dean's Office, Haskayne School of Business
University of Calgary
Calgary, Alberta
4d ago

Position Overview

The Dean's Office in the Haskayne School of Business is currently seeking a Full-time Regular Administrative Assistant .

Reporting to the Associate Dean Academic, this energetic and enthusiastic individual will support the Associate Dean Research and the Associate Dean Academic in the role of Administrative Assistant.

This position is responsible for providing efficient and effective client service and senior administrative support to aid the seamless operation of business within the Dean's Office.

This position will work Monday to Friday, 8 : 30 am to 4 : 30 pm, 7 hours per day (35 hours per week). Some evening or weekend work may occasionally be required.

Position Description

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

  • Provide senior administrative and organizational support to the Associate Deans, including confidential document preparation and management;
  • daily calendar management; reconciling of expenses; screening of e-mails, mail, and telephone inquiries; coordinating meeting and business related travel arrangements, etc.

    Collaborate with other administrative team members to ensure that both confidential and non-confidential communication emerging from or flowing through Haskayne's Dean s Office is handled in an appropriate, clear, effective, and timely manner

  • Demonstrate initiative and assume a proactive approach in supporting the Associate Deans' busy and demanding schedules, anticipating how best to support the work demands within a variety of projects, tasks and deadlines, while always ensuring precision, accuracy and attention to detail in all endeavors
  • Ensure that the Associate Deans are duly informed about relevant deadlines, commitments, agendas, travel itineraries, venues, and meeting participants;
  • and work proactively to ensure that all supporting documents are gathered in advance so that they are fully prepared at all times

  • Support with the research, composition, and preparation of confidential and complex correspondence, agendas, reports, presentations, meeting minutes, and other communication materials on behalf of the Associate Deans;
  • and assist in drafting, reviewing, editing and / or revising, and printing relevant material to ensure the necessary information is at hand when needed

  • Develop and maintain positive and collaborative relationships with the University community, as well as with external stakeholders and contractors
  • As directed by the Associate Deans, liaise with other University departments and offices (including SLT & ELT offices, VP Research, Campus Infrastructure, Financial Services, Supply Chain Management, Facilities, etc.
  • government departments, and other internal and external stakeholders to obtain information in support of Faculty objectives and projects

  • Exercise discretion and sound judgment to determine when matters can be addressed by others, and when the Associate Deans should be consulted
  • Ensure correspondence, telephone calls, and other communication reflect a positive image of the Faculty, and that confidentiality is maintained at all times
  • Maintain an effective record of correspondence, documents, decisions, policies, and other related material provided to or produced by the Associate Deans, and contribute to the maintenance and upkeep of the Faculty's electronic and paper filing in accordance with the FOIP standards as set by the University
  • Log and track incoming mail / email and follow up on deadlines and tasks to be done, exercising discretion for rerouting the above where appropriate;
  • use initiative and good judgement, and work in a cooperative, timely and efficient manner that is proactive in communicating and sharing information with others where appropriate

  • Manage the expenses, receipts, travel bookings and arrangements, and other related activities, as required by the Associate Deans;
  • and process and code invoices, prepare and update budget reports as needed

  • In conjunction with other members, ensure that at all times, the Office of the Dean is perceived as a professional, respectful, and is an inviting area for faculty, staff, students, and other stakeholders
  • Contribute to the smooth administrative functioning of the Faculty of Haskayne by collaborating, creating strategic prioritization of incoming requests and information, and proactively seeking solutions to issues / inconveniences
  • Responsible for working with other administrative staff to appropriately manage vacation coverage and ensure that the Dean's Office is appropriately staffed at all times
  • Contribute to the smooth administrative functioning of Haskayne by supporting with tasks such as procuring supplies as needed;
  • ensuring necessary equipment, workspaces, and tools are acquired; facilities and supply chain requests are made through right channels

  • Liaise with Human Resources when necessary on operational functions within the Faculty Office (i.e. recruiting, exits, employee relations, etc.
  • on behalf of the Associate Deans

  • As a member of Haskayne's team, assist with the development and implementation of departmental goals and objectives
  • Be familiar with the University of Calgary's Code of Conduct and conduct self accordingly in all situations when acting on behalf of the University of Calgary
  • Qualifications / Requirements :

  • A completed post-secondary degree in a related field, such as business, communications or project management, is required
  • A minimum of 5-7 years of progressive experience in an administrative role is required
  • Formal administrative assistant training / certification would be considered an asset
  • Strong proficiency in computer and office skills, including word processing, spreadsheets, databases, and presentation software;
  • and proven ability to leverage tools such as Microsoft Office Suite (Word, Outlook, Outlook Calendar, Excel, PowerPoint, etc.

    PeopleSoft, eProcurement Systems, website design and social networking is required

  • Strong interpersonal, communication (verbal and written), organizational, coordination, critical thinking, customer service, and problem solving skills are required
  • Previous experience with managing calendars / schedules, travel arrangements, and expense reconciling and reporting is required
  • Prior knowledge of University policies, procedures, core business systems, reporting, organizational and governance structures would be preferred
  • Ability to manage change effectively and work well under-pressure in an environment of continuous change and shifting priorities with high interruptions from phones, staff and other inquiries that require discretionary decision-making and excellent time management skills to prioritize and meet deadlines is required
  • A positive attitude and the ability to work both independently and collaboratively as part of a team are critical to success
  • Must possess a high degree of initiative, responsiveness, and attention to detail
  • Ability to use independent judgment, gather relevant and necessary information, and complete work with minimal to no supervision is required
  • Must have a clear speaking voice, strong listening skills, and an ability to ask questions to clarify request information
  • Must be able to remain calm in demanding situations, and appropriately deal with conflict and stress resulting from such situations
  • Proven record of understanding and maintaining confidentiality and demonstrating discretion with sensitive information and confidential materials is required
  • Strong work ethic combined with high level of tact, professionalism and diplomacy while exercising good judgment within established guidelines is required
  • Must be open to learning and development, and be willing to accept new challenges and assignments
  • 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.

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