Office Administrative Support, Faculty of Nursing - Jobs in Calgary, AB

Job Description

Position OverviewThe Faculty of Nursing is currently seeking a Full-time Temporary (Short Term) Office Administrative Support for approximately 6 months.Current Regular, Sessional or Recurring Part-time (RPT) Support Staff applying on this Temporary position are strongly encouraged to review Article 42.06 - Job Opportunities of the University and AUPE Local 052 collective agreement. In advance of accepting a Temporary position, affected employees are required to seek written confirmation from their manager as to whether their Regular, Sessional or RPT position will be available to return to at the conclusion of the temporary assignment.Reporting directly to the Executive Assistant of the Dean, this position is responsible for providing front office administrative support with a focus on customer service. The incumbent must be able to manage office procedures and services, while demonstrating strong computer and technical support skills. The ideal candidate is someone with a high level of professional office experience, who will create a welcoming environment for a diverse population.This position is highly interactive with prospective and current students, faculty members and staff and various administrative units on campus. As the first point of contact, this position requires an understanding of University-wide practices and the complexities of the University. They will need to manage their time well, reply to or direct inquiries professionally and with courtesy, and work independently and with multiple teams.Position DescriptionSummary of Key Responsibilities (job functions include but are not limited to):

• Provide front-line reception desk support communicating in a professional and welcoming manner to current and prospective students, faculty members, and co-workers on the telephone, via email, and in person (answer questions, provide directions, and/or direct them to the appropriate person)
• Provide accurate and timely administrative support to academic staff, Associate Deans, and the Deans office
• Responsible for scheduling meeting space following faculty and Ad Astra policy and guidelines. Including this includes assisting with the technology in the rooms, room set up with supplies, unlocking and locking after, finding suitable sizes with the appropriate technology to meet the need-sometimes with short notice
• Distribute inbound/outbound mail to appropriate mailboxes and process courier shipping requests and charge the appropriate accounts
• Maintain kitchen areas
• Manage email list serves, office signage and digital directory
• Present a respectful, positive and professional image of the organization to all visitors, suppliers, inquiries, students, faculty, and sessional instructors in a fast-paced and culturally diverse workplace
• Exercises sound judgement in decision-making around issues that arise in the day-to-day operations of the front office and maintains a high degree of confidentiality overall, but particularly in relation to sensitive issues
• Ensure Comm Media bookings for classes are submitted in advance of courses starting each academic term
• Assist with faculty functions, such as ordering and setting up refreshments, ordering Comm Media equipment, and provide technology support with meeting room equipment as required
• Handle special projects, such as mailouts or surveys, drafting letters, preparing materials for conferences, and providing mail merge capability, as required
• Ensure that the storage room, photocopiers, meeting/gathering spaces, and student lounge areas are maintained in a tidy and presentable manner
• Observe and report any security or janitorial issues to the appropriate persons
• Provide basic technical support with web conferencing (i.e., Zoom) to meeting attendees using Faculty of Nursing meeting rooms

Qualifications / Requirements:

• 3 years of progressively responsible administrative experience in an office environment is required
• Completion of an Administrative Information Program, Office Administration or Business Administration diploma is a strong asset
• Excellent customer service, time management, problem solving, and accurate organizational and administrative skills are required
• Strong written and verbal communication skills are required
• Strong knowledge and experience using Microsoft Office applications (Word, Excel, PowerPoint, Access, Outlook, Visio and Publisher) and creating/maintaining SharePoint sites or shared drives is required
• Working daily onsite is required
• Experience using PeopleSoft or similar software program is an asset
• Experience in Zoom and/or Microsoft Teams is required
• Experience working in a post-secondary workplace is an asset
• Ability to show initiative in all aspects of the job is essential
• Ability to work independently, act decisively while exercising judgement, and demonstrate a high degree of initiative
• A dedicated and committed team player

Application Deadline: September 09, 2022We 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 2.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 visit Careers in the Faculty of Nursing.The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.About the University of CalgaryThe University of Calgary is Canadas leading next-generation university - a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nations most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canadas 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 (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.Quick Apply

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