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Administrative Assistant, Department of Mathematics & Statistics, Faculty of Science

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Job ID: 14833

Updated: March 12, 2018

Location: Main Campus

Position Overview

The Department of Mathematics & Statistics in the Faculty of Science is currently seeking a Full-time Regular Administrative Assistant.

The Department of Mathematics & Statistics teaches over 10,000 students in its junior level service courses. As such, ensuring a positive student experience is critical. As a member of the administrative team in the Department, this position reports to the Manager, Administrative Services and will have a direct impact on students from virtually every faculty on campus. The primary purpose of this position is to ensure all of the administrative details associated with conducting instruction in the Department are performed in an efficient and effective manner, ensuring student satisfaction with their experience in our courses. This position ensures textbooks are ordered and in place in the Bookstore in a timely fashion, suitable rooms are booked for mid-term, make-up and final examinations, examinations, quizzes or other course material are printed and available, student enquiries regarding the coordinated courses are answered politely, accurately and quickly, exam conflicts are coordinated and rescheduled, mid-term examinations are returned in an efficient manner, the Student Accessibility Services receives all required documentation to serve students requiring their services, etc.

Position Description

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

Student Management

  • Coordinate make-up exams for students with mid-term conflicts
  • Respond to student email enquiries regarding coordinated courses
  • Respond to student enquiries regarding electronic assignment and grading systems being used in the courses
  • Post information for students on electronic systems
  • Coordinate preparation of course information sheets, outlines, and syllabi for all undergraduate and graduate courses; grade change and other undergraduate administration as required

Exam Management

  • Ensure no time conflicts with out-of-class exams for Science
  • Book suitable rooms for out-of-class mid-terms
  • Request and provide deferred finals
  • Scantron sheets delivered to printing in a timely fashion
  • Exams sent to printing for copying - ensure returned and delivered to instructor in advance of scheduled writing time
  • Request deferred exams from applicable instructors and provide to Registrar's Office
  • Keep and update bank of old exams on shared drive
  • Return mid-terms to students in large coordinated classes
  • Coordinate copies of requested final exams

Resource Management

  • Order textbooks and desk copies for all courses; track textbook increases
  • Assign office space and keys

Qualifications / Requirements:

  • Post secondary education or equivalent experience is preferred
  • 1 - 3 years of experience in a university environment
  • Demonstrated knowledge of Microsoft Office applications
  • Knowledge of University academic policies and regulations is an asset
  • Ability to work independently and in a team setting is required
  • Good communication skills, both written and verbal
  • Excellent organizational and time-management skills
  • Ability to exercise tact, patience and discretion
  • Must be team player with good interpersonal skills

Application Deadline:  February 15, 2018

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 II.

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 ucalgary.ca.

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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