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Adminstrative Assistant, Department of Geoscience, Faculty of Science

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Job ID: 14290

Updated: December 19, 2017

Location: Main Campus

Position Overview

The Department of Geoscience in the Faculty of Science is currently seeking a Part-time Limited Term Administrative Assistant to Technical Team for approximately 6 months.

Geoscience is a large teaching and research department with 38 full time academics, 200 graduate students and an undergraduate student population of approximately 600. Reporting to the Department Technical Manager, this position is an important component of the team providing technical support to the Department of Geoscience. Supported services are delivered to undergraduate students, graduate students, other technical support staff, and multiple faculty at any one time, for teaching, research and service to the Department.

This position provides direct administrative assistance to the departments technical operations team in the maintenance of infrastructure, the organizational support for field schools and administrative support for our technical activities and instrumentation facilities for teaching and research. Successful completion of tasks assigned by the technical manager in assistance to other technicians, within the scope of position is expected. "Successful" implies accurate, timely and with a minimum of disruption to the person who assigned the work or is being assisted. All work must be completed in a safe manner, within all regulations and internal policies. Work areas are kept neat and tidy. Technical supervisor and senior technicians are to be informed of any problems as they arise, such that work flow is maintained.

This is a 0.5 FTE position, at 17.5 hours per week.

Position Description

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

Infrastructure support: (60%)

  • Maintain asset tag inventory
  • Provide procurement support to technical staff and research activities when required
  • Assist to maintain touchpad access technology for the department
  • Organize acquisition and movement of furniture and personnel around the department with the assistance of student helpers and/or booking of a moving company. Incumbent will be expected to oversee contracted moves
  • Provide support for activities such as, furniture and equipment disposal processes

Field schools: (30%)

  • Assist in coordinating the organization and administration of all field school logistics including booking hotels, vehicles and preparation of lab/field safety documentation and procedures
  • Incumbent is responsible for the provision and maintenance first aid kits for field schools and the department

Instrumentation facilities support - research and teaching: (5%)

  • Collation of information for cost recovery of integrated facilities will be expected
  • Preparation of required documentation for journal transfers

General: (5%)

  • Updating staff/student posters and directory information
  • Other occasional duties as required

Qualifications / Requirements:

  • Solid experience in an administrative position in an environment doing cost recovery

  • Experience with procurement procedures

  • Experience with overseeing inventories

  • Effective background applicable to the duties assigned such as experience in moving processes

  • Geological industry knowledge an asset

  • Basic computer skills is required for e-mail, image processing in Adobe or Corel products, database entries such as Excel and typed reporting

  • Incumbent will be expected to take all required University safety training

  • Attitude, general competencies and maturity are critical. Excellent communications skills are essential

  • The ability to work independently whilst demonstrating good judgment in dealing with conflicting priorities

Application Deadline: November 21, 2017

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.


Additional Information

This position is part of the AUPE bargaining unit, and falls under the  Operational Administrative Job Family, Phase I.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Faculty of Science visit Careers in the Faculty of Science

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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