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Administrative Assistant, Economics, Faculty of Arts

Job ID: 14598

Updated: January 11, 2018

Location: Main Campus

Position Overview

The Department of Economics in the Faculty of Arts is currently seeking a Full-time Regular Administrative Assistant .

This position reports to the Manager, Administrative Services with accountabilities to the Senior Faculty Member. The incumbent is expected to work with minimal or no direction, setting his or her own priorities and meeting sometimes conflicting deadlines. They must be able to work as part of a team, cooperatively and collaboratively. Identifying creative solutions to problems and providing support to internal and external clients such as students, faculty and visitors is required.

Position Description

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

Administrative

  • Support the Senior Faculty Member by coordinating all their administrative activities
  • Track expenses and travel for the Faculty Member
  • Provide administrative support to Faculty Member for purchasing/travel card transactions and reconciliation
  • Provide administrative support to complete expense reports
  • Provide administrative support to Faculty Member for all travel, teaching, and research
  • Responsible for updating the Faculty Member's website content including maintenance and keeping current on new products that may be of value to the Faculty Member and ensuring the website is user friendly, interesting to users and compatible with updates
  • Familiarity with LinkedIn and Twitter for business applications
  • Keep staff and faculty up to date on web page changes, financial procedures, D2L, and department practices
  • Assist with Non-employee expense reimbursements when directed by manager
  • Work with vendors and suppliers to place orders, when necessary
  • Assist department members with expense reports when directed by manager
  • Order supplies and receive goods using the Business Administration System (BAS)
  • Payment of invoices, using BAS
  • Keep current on University Policies and Procedures, and e-Procurement

Guest and Event Coordination

  • Organize hotel, airport pick-up and airline tickets for visitors
  • Create the Departmental posters, newsletters, invitations for hosted guest speakers and events
  • Coordinate department events, such as retirements, grad/undergrad welcome, seminars, colloquium, etc., when directed by manager
  • Coordinate graduate and student volunteers for various events
  • Liaise with venues, caterers, and other providers to ensure events are effectively coordinated

Qualifications / Requirements:

  • Undergraduate degree and at least 3 years experience, preferably in a post-secondary educational setting
  • Excellent proofreading skills and a very high degree of accuracy and attention to detail
  • Intermediate knowledge in Drupal and open source website Content Management System
  • Familiarity with LinkedIn and Twitter for business applications
  • Complete knowledge of MS Word, Business Administration System/PeopleSoft, PowerPoint, and Excel
  • Demonstrated numeracy and literary skills
  • Excellent communication, organizational and problem-solving skills
  • Ability to be flexible and adapt to change.
  • Must be able to work independently but also in a team environment

Application Deadline: January 23, 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 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 innovatiosn across all disciplines. For more information, visit ucalgary.ca.

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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