Position Overview

The Faculty of Science is currently seeking two (2) Full-time Regular Administrative Team Leads.

Reporting to the Manager, Research & Administrative Services, the Administrative Team Lead will provide senior level administrative and organizational support to the Faculty of Science. The Administrative Team Lead is responsible for overseeing the day-to-day administrative requirements and support through the application of sound knowledge of the Faculty of Science departmental operations. This requires highly developed skills of utilizing exceptional judgement, critical thinking and professionalism to address complex issues. The successful candidate must be a self-directed, self-motivated, energetic problem solver with a demonstrated standard of excellence. They must be adaptable, resourceful, able to assist in propelling change and support decision making in complex situations. It is a fast-paced team environment with rapidly changing priorities, that requires the ability to adapt quickly, with a service oriented mindset. 

Position Description

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

In-scope Supervision:

• Support the RAS Manager, Department Heads, Associate Heads and Departments in making decisions related to administrative support by, directing administrative tasks, analyzing and solving complex problems with intent of provision of better service.
• Act as a role model dealing effectively with complex issues using expertise, judgement, and professionalism.
• Expert communication skills to deliver information within team.
• Support on-going training (including both spontaneous training as questions arise and structured reviews of topics in staff meetings).
• Support Department Head in academic, administrative and research related processes, including scheduling, APR support, RSL, workload assistance, executive meetings, agendas, meeting notes and/or minutes.
• Responsible for workload coordination.
• Act as administrative resource to Departmental Head, Associate Heads in training and onboarding.
• Initiate, develop, and implement administrative aids and support documentation for Faculty of Science and departmental policies and procedures.
• Support the Faculty of Science on institutional changes and system upgrades.
• Participate as a contributing member on Faculty of Science and departmental committees.

Administrative Support:

• Communicate with all levels of the University and external stakeholders via email, telephone, virtually and in person.
• Provide solutions to problems based on experience and existing practices or procedures.
• Provide full administrative duties related to arrangements of meetings and management of schedules, ensuring effective use of time.
• Support Manager, RAS in preventing and anticipating conflicts well in advance by proactively planning and assessing situations in advance.
• Provide guidance and support to other team members and act as an in-scope supervisor.
• Provide guidance in the day-to-day and planned activities within the portfolio.
• Ensure deadlines align with department priorities and are completed in a timely, accurate and professional manner.
• Prepare letters, reports, presentations, and various forms of correspondence with an extremely high level of speed, accuracy and professionalism, and review and ensure completeness and accuracy of documents.
• Work closely with the other administrative support personnel to manage the daily operations.
• Track, prepare, and report on monthly Purchasing Card and Travel and Expense Card reconciliations.
• Undertake and implement continuous development and streamlining of administrative processes and procedures to assist with day-to-day complex tasks.
• Oversee and assist with administrative support such as printing, scanning, shredding, room bookings, supply ordering and maintenance.
• Organize files on LAN, OneDrive and physical files, maintaining files according to FOIP and document retention rules.
• Organize travel arrangements.
• Assist Departments with faculty hiring.
• Oversee faculty and staff on-boarding and off-boarding.
• Promote a positive atmosphere ensuring visitors experience a positive, helpful, and welcoming environment.
• Foster and maintain cooperative and trusting relationships with stakeholders (both internal and external) to provide seamless and efficient support.

Qualifications / Requirements:

• A completed certificate or diploma in Business, Office Administration or related or equivalent experience
• Highly skilled in a range of processes, procedures and systems used to carry out assigned tasks.
• Minimum of 5 years of experience in Sr Administration with an emphasis on supporting teams and directing work.
• Experience working in a large, dynamic organization with proven personal effectiveness and productivity.
• Skills in supervising employees, including providing feedback, dealing with conflict and managing performance.
• Ability to communicate effectively and confidently while maintaining attention to detail and exercising discretion when disseminating information to others.
• Ability to think critically and creatively under pressure while exercising good judgement and discretion.
• Demonstrated ability to be resourceful, creative, innovative, and flexible.
• Ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines.
• Must possess advanced computer skills including MS Office Suite (Teams, Word, Outlook, PowerPoint, and Excel) and Adobe Acrobat Pro.
• Previous experience with PeopleSoft, SharePoint, is an asset.
• Experience with web content management systems is an asset.
• Knowledge of university policies and procedures associated with the portfolio supported is an asset.

Application Deadline: This position will remain open until filled; however, applicants will be reviewed as they are received.

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 3.

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.

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

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 has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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 ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.