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Department Administrator, School of Languages, Linguistics, Literatures, Faculty of Arts

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Job ID: 13351

Updated: September 1, 2017

Location: Main Campus

Position Overview

The School of Languages, Linguistics, Literatures in the Faculty of Arts is currently seeking a Full-time Limited Term Department Administrator for approximately 1 year.

The School of Languages, Linguistics, Literatures and Cultures (SLLLC) was created on July 1, 2016, with the merger of two academic departments, French, Italian and Spanish and Linguistics, Languages and Cultures. The School consists of five Divisions, Chinese Students and Japanese Studies, French and Francophone Studies, German Studies, Russian Studies, and Arabic Language and Muslim Cultures, Linguistics and Spanish Studies and Italian Studies and includes the French Centre and the Language Resource Centre.

Reporting to the Manager of the School, this position interacts continuously with faculty, students and the general public demonstrating judgement and effective decision-making while following outlined procedures and guidelines. The incumbent provides administrative support to the Divisions and the Manager as required. Serves as first point of contact for identified Divisions within the school.
Works with minimal supervision. Peak work periods are driven by the academic year and there is a high volume of work with tight deadlines, which can create challenging and stressful periods. This position manages multiple priorities with competing interests and frequent interruptions, and communicates effectively with students, staff, faculty and the public.

Position Description

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


  • Serve as first point of administrative support for an assigned group of Divisions within the school. including meeting scheduling, room bookings, scribing minutes and attending meetings as administrative representative
  • Serve as first point of contact (reception) for the staff and undergraduate students and address or redirect priorities as appropriate
  • Effectively coordinate department space and facilities, equipment, changes and keys
  • Maintain department filing system for administrative and teaching purposes
  • Ensure that the department conforms to FOIP and Record Retention regulations
  • Develop and maintain good relationships with faculty, staff and other campus departments
  • Manage work time efficiently and with minimal supervision
  • Manage multiple tasks effectively, ensure they are completed accurately and on time
  • Assume responsibility for personal development and skill enhancement
  • Coordinate budget, expense tracking and financial reporting for LRC and other as required
  • Support recruitment processes, including setting up D2L, committees, etc as required
  • Provide events related support including publicity, logistics and expenses
  • Coordinate invoicing, petty cash and purchasing on supplies

Student Services

  • Coordinate class evaluations and USRIs, grade collection and audit and final exams/schedules for all programs/division ensuring processes are effectively managed
  • Provide General advising/support to undergraduate students
  • Assist undergraduate students with general department information and support
  • Organize outgoing mail including arranging courier pick-ups and distribute incoming mail
  • Receive visitors to the office and answer inquiries or re-directs as appropriate

Qualifications / Requirements:

  • Several years of experience in an office environment or an equivalent combination of a recognized course, diploma or degree in office procedures, business or administration or equivalent and administrative experience
  • Proficient computer skills including Microsoft Office, and an advanced working knowledge of Peoplesoft (financial, human resources and student modules).
  • Ability to provide consistently professional customer service to staff and students
  • Excellent verbal and written communication skills
  • Experience working in an environment involving multiple languages and cultures would be an asset
  • Ability to prioritize a diverse workload while working independently
  • Excellent organizational skills and time management combined with the ability to handle stressful situations and frequent interruptions will be an asset
  • Good understanding of university policies, processes and systems
  • Experience and expertise in tracking budgets and reporting on finances will be an asset

Application Deadline:  July 25, 2017

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 Arts visit Careers in the Faculty of Arts.

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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