Area Administrator, Haskayne School of Business - Jobs in Calgary, AB

Job Description

Position OverviewThe Haskayne School of Business is currently seeking a Full-time Regular Area Administrator.The Haskayne School of Business has more than 3,000 full- and part-time students currently enrolled in bachelors, masters, PhD and Executive Education programs. The School boasts 21,000 alumni in 60 countries. The School offers a full range of degree programs.The Area Administrator reports to the Manager, Operations and Facilities within the Haskayne School of Business, providing service and administrative expertise to Area Chairs and area faculty members.The AA determines their own priorities and deadlines, and the priorities and deadlines of the concentration area and faculty members in accordance with established procedures and department goals and objectives. Impact of error is high, the AAC works highly independent in their day to day work, but maintains constant and open communication with their Area Chairs, area faculty members, other AAC team members and their manager to ensure that all work is completed accurately and information provided is correct.This position provides administrative support to all members within their concentration areas, including two area chairs; between 20-30 faculty members; and as many as 15 sessional instructors in addition to regular interactions with emeritus faculty members, visiting scholars and guest speakers, PhD students, team members across the School and across campus, and student walk-in inquiries. This regular contact with a diverse group of internal and external clients requires a professional and mature manner along with excellent communication skills.This role requires mid-level discretionary decision-making as well as a high degree of thoroughness, attention to detail, organization skills with efficiency to ensure that all deadlines are met. This includes assessing, anticipating, and meeting the faculty¿s administrative needs and expectations with minimal supervision and direction.Stressors range from moderate to high. As the first point of contact for the area, this position deals with constant interruptions on a daily basis.This position works within a framework of University and School policies and procedures, and uses initiative and good judgment.This position works Monday to Friday, 8:30 A.M. to 4:30 P.M, 7 hours per day (35 hours per week).Primary Purpose of the Position:The primary purpose of the Area Administrator position is threefold:To be the first point of contact for the area, providing comprehensive client service to students, faculty and staff, and coordinating the operational needs of the concentration areas.To work closely with the Area Chair and faculty members in meeting the faculty¿s needs and expectations using a high level of discretion, diplomacy, flexibility and integrity to ensure positive outcomes. The AAC works closely with the Area Chair in meeting established timelines, following university protocols and communicating with the area when required.To establish, build, and maintain strong client relationships, which are key to the success of the role and effectiveness of the area.Position DescriptionSummary of Key Responsibilities (job functions include but are not limited to):Recruiting, Hiring, and Scheduling Coordination:As Academic Timetable Coordinator:Collaborate with Area Chairs and Haskayne School of Business timetable administrators to ensure all timetabling activities are completed by the established deadlinesContinue to monitor course instructor vacancies, update HSB timetable administrators, and amend course offerings as required.Using confirmed timetable, begin sessional hiring process as established under the Sessional Hiring Coordinator role.As Sessional Hiring Coordinator:Maintain Academic Processes database while contributing to its continued development and improvementReceive, review and retain sessional applicant packages, as dictated by University of Calgary HR policiesCreate sessional instructor contracts from the approved template, including obtaining proper Haskayne approvals and forwarding to the successful candidate for review and approval. This process has a high impact of error, as it includes sourcing contract details such as term, rate of pay, etc.Identify vacant sessional teaching opportunities and collaborate with the Area Chair to determine the course of action. Implement the action plan, following all University of Calgary and TUCFA guidelinesComplete TBH in PeopleSoft ensuring accuracy & completenessMonitor half-course equivalents (HCEs) to maintain accurate step/salary and initiate the performance review processRespond to applicant inquiries.Onboarding Coordinator for new and returning instructorAs Faculty Recruiting Coordinator:Coordinate with hiring chair to develop the best process to receive applicant packagesReceive, review and retain applicant packages, as dictated by University of Calgary HR policiesCoordinate research/recruiting seminars, faculty meetings with candidatesArrange meetings with candidate and senior academic managementEnsure proper documentation for international visits as dictated by University of Calgary HR immigration protocols, as well as review and submit post-visit expense reimbursementsOrganize travel arrangements for visiting candidates, including arrangements for transportation, accommodation, preparation of itineraries, etc.Act as Area Faculty Onboarding Coordinator - receive confirmation of new hires and initiate onboarding process in collaboration with Human Resources, Operations Manager, and the Area ChairAs Hourly Hire Coordinator:Provide direction to faculty/researchers regarding the appropriate paperwork & process for new hourly hiresEnsure the Offer Letter and Assignment of Duties form has been completed by the researcher for the Graduate Assistant Research (GAR) and forwarded to the proper Enter hourly hires into the PeopleSoft system as a template-based hire (TBH); ensuring information is accurate and submit for approvalCreate employee file in SharePoint and upload Hourly Hire Forms, Employee Information Forms and GAR Offer Letter and Assignment of Duties Form where applicable.As Area Faculty Onboarding Coordinator:Receive confirmation of new hires and initiate onboarding process in collaboration with Human Resources, Manager, Operations and Facilities, and Area ChairCommunicate with and support the Manager, Operations and Facilities, as required, to ensure that appropriate workspace, telecom, ITS, key/key card access are coordinated in advance of new hire arrivals.Transactional PeopleSoft Administration:On behalf of the area and area faculty members, when requested, process PeopleSoft claims from initial entry through to completion following University of Calgary processes. This includes Professional Expense Reimbursements (PER), travel claims, purchase orders, invoices, etc.Office Organization and Administration for the Area:As front line staff, ensure student, visitor, and faculty inquiries are responded to in a prompt and professional mannerDevelop and initiate changes to administrative procedures in Area in order to streamline efficiencies and processes and to ensure compliance with university policies and procedures.Arrange meetings, prepare agendas and support materials, and if required, record/prepare minutesAct as Record Coordinator for the Area, following University of Calgary retention rules and confidential material handling proceduresUpdate area web pagesEnsure optimal operation of office equipment and area supply needs are metMonitor office signage ensuring the information displayed is accurate and up-to-dateFacilitate Area eventsVisiting Professors/Scholars: Work with the office of the Associate Dean (Research) and Operations and Facilities team to ensure that visitor details, including contract dates, works space and access, Wi-Fi, and other special requirements are coordinated.Other:Work alongside others to build a supportive team that shares information, ideas, identifies areas for improvement and recommend solutions to improve the productivity and quality within own working area and across teams.Area Administrators provide coverage relief within their teamParticipate actively in AAC team discussions and scheduled meetings, sharing knowledge and best practices. This includes keeping the Manager, Operations and Facilities informed of activities, progress of work, and challenges that are preventing successful or efficient workIs familiar with the University of Calgary "Statement on Principles of Conduct" and conducts himself/herself according to these Principles in all situations when acting on behalf of the University of CalgaryEnsure own actions are aligned with the University¿s and the School¿s strategic direction, ethics, values, and professional standards¿¿Qualifications / Requirements:3 to 5 years of progressive administration experience required, preferably in a post-secondary environment.Intermediate to advanced skills in Microsoft Office Suite are required, knowledge of University of Calgary core business systems including PeopleSoft is preferred, and an understanding of University of Calgary policies and procedures would be an asset.Strong interpersonal and communication skills required; must have a clear speaking voice and strong listening skillsDemonstrated strong administrative, organizational, and analytical skills. Ability to work in a fast-paced environment while performing multiple complex tasks and responding to constant interruptions.Excellent communication skills to draft clear, concise correspondence and respond to enquiries on the phone or in person with tact, confidentiality and discretion while understanding and maintaining privacy and exercising judgement within established guidelines.This individual demonstrates flexibility and is able to set his or her own priorities and deadlines with minimal direction.Demonstrated ability to independently initiate, coordinate, track and follow through with cyclical tasks and projectsA positive and pro-active attitudeThe ability to work independently and as part of a team are critical to successMust be able to remain calm in demanding situations, and appropriately deal with stressMust be open to learning and development, and be willing to accept new challenges and assignmentsApplication Deadline: July 20, 2021We 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 InformationThis 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 Haskayne School of Business visit Careers in the Haskayne School of Business.About the University of CalgaryThe 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.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.