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Administrative Assistant, Graduate Program and BiSci Operations, Biological Sciences, Faculty of Science

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Job ID: 15998

Updated: July 25, 2018

Location: Main Campus

Position Overview

The Department of Biological Sciences in the Faculty of Science is currently seeking a Full-time Regular Administrative Assistant, Graduate Program and BiSci Operations.

This position reports to the Manager, Administrative Services and works closely with the Graduate Program Coordinator and the Graduate Director (Graduate Program) as well as Faculty and students (Bio Ops) within the framework of policies and procedures for the University, the Department of Biological Sciences and Finance.

Position Description

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

  • Point of contact for external inquiries about graduate program, maintain on-line application system, administrative support for the Graduate Affairs Committee and the Graduate Scholarships and Admissions Committee
  • Respond courteously, accurately and in a timely manner to all inquiries from prospective students
  • Assist the Graduate Program Coordinator in providing advice to current students and their supervisors on all policies, procedures requirements and deadlines to ensure an administratively smooth path from their initial registration to convocation
  • Communicate continually with and for the Graduate Chair, sharing ideas and providing recommendations in relation to program matters and graduate students
  • Responsible for ensuring examiners forms are completed, signed and delivered to Graduate studies by required internal deadlines
  • Check account activity to ensure appropriate funds are available before processing expenditure transactions and purchasing requisitions
  • Work closely with Supply Chain Management, Accounts Payable, Accounts Receivable, Research Accounting, University vendors and other contacts on and off campus ensuring that any problems pertaining to eProcurement and Cost Recovery are dealt with in a speedy, accurate and professional manner
  • Process, receive and reconcile purchase orders through the PeopleSoft eProcurement system or PCard Program
  • Advise faculty and students in preparation and processing of PeopleSoft expense and travel claims. Ensure compliance with University and funding agency guidelines and regulations

Qualifications / Requirements:

  • Grade 12 Diploma; a post-secondary education is an asset
  • 3 to 5 years of previous experience with office procedures and computer applications
  • A thorough knowledge of the University, the Faculty of Graduate Studies and Departmental regulations, policies and procedures
  • Able to operate Business Administrative Systems such as PeopleSoft Student Administration, PeopleSoft for Human Resources and Payroll, Data Warehouse, Adobe Acrobat and Photoshop as well as excellent computer literacy of Microsoft Office applications (Word, Excel and Access)
  • A strong command of electronic and verbal skills to deal effectively with students (international and domestic), faculty/instructors, senior administration, and staff
  • Strong accounting skills would be considered an asset
  • Flexibility to work with deadlines (set by other departments and faculties) and operate in an environment with frequent and on-going interruptions while maintaining strong attention to detail. Diplomacy, sensitivity and sound judgment are required when dealing with sensitive issues, domestic and international students
  • Must have the skill to be empathetic with students and make prompt decisions when dealing with emergency or problematic situations

Application Deadline:  July 24, 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 III.

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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