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Manager, Administrative Services, Classics and Religion, Faculty of Arts

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Job ID: 14233

Updated: December 20, 2017

Location: Main Campus

Position Overview

The Department of Classics and Religion in the Faculty of Arts is currently seeking a Full-time Regular Manager, Administrative Services.

The position reports to the Director, Faculty Administrative Services and dotted-line reporting relationship to the Department Head and is complex in scope, interacting with faculty and students across a diverse cross-cultural environment. The position carries a high volume of work and experiences peak periods with multiple priorities and simultaneous deadlines.

The primary purpose of the position is to manage the daily operations and budget of this department of 20 plus faculty members, 35-40 graduate students, and 80 undergraduates majoring in Ancient and Medieval studies, Greek and Roman studies and Religious studies.

This position supervises 2 full-time support staff members.  The incumbent must deal with a cross-section of faculty and students in the diverse cross-cultural environment. The job is demanding, requires sound judgment, excellent organizational skills, initiative and discretionary decision making which impacts services and departmental operations in an environment of change and shifting priorities.  Peak periods can be high stress with multiple priorities and simultaneous deadlines.


Position Description

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

  • Responsible for analysing and compiling all budget information
  • Monitor various financial accounts (research, operating, special purpose)
  • Prepare draft budgets for grant applications, process expense claims, journal vouchers and vendor payments
  • Coordinate travel grants for graduate students and academic staff
  • Ensure staff members are well trained, competent, supported in their work, and encouraged in their development
  • Establish a collaborative and effective staff team
  • Develop and maintain relationships with Payroll and Human Resources and other administrative units
  • Assist the Department Head with administrative tasks
  • Coordinate the appointment process for faculty members, Sessional and Graduate Teaching positions
  • Maintaining employment information in accordance with Article 23 of the collective agreement for evaluation of sessional instructors
  • Facilitate the FTPC procedures
  • Facilitate the Promotions and Tenure Recommendations, Research and Scholarship Leave applications, Killam Postdoctoral Fellow applications, processing 'Absence from Campus' forms, special leaves, retirements, etc.
  • Act as Recording Secretary for meetings of the Department, the Appointments Committee and the Executive Committee
  • Assist in the formulation of department policies and procedures for all staff and graduate students
  • Develop the Department's annual timetable in consultation with the Department Head
  • Ensure the administrative operations/services meet the needs of faculty, staff, students and management
  • Accurate and timely information is made available to those that need it as required
  • Department communications are timely, informative and appropriately represent the Department and University

Qualifications / Requirements:

  • An undergraduate degree would be an asset
  • Post-secondary education in business and/or exposure to business administration principles & processes
  • 2 - 3 years of related administrative experience, particularly in areas of budget and staff supervision
  • Experience at the University of Calgary or in a similar institutional setting is an asset
  • Working knowledge of PeopleSoft (Financial, Human Resources, Student Administration)
  • Knowledge of Microsoft Office applications (MS Word, Excel, Access)
  • Ability to provide leadership and direction
  • Excellent organizational, interpersonal and multi-tasking skills
  • A thorough knowledge of established procedures
  • The ability to display good judgement and sound initiative
  • Strong written and verbal communication skills
  • Capacity for setting priorities, meeting deadlines and handling stressful situations
  • Ability to resolve conflict and maintain diplomacy under pressure

Application Deadline:  November 15, 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 classified in the Management Career Band, Level I of the Management and Professional Staff Career Framework.

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.


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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