Administrative Assistant, Undergraduate Programs, Werklund School of Education

Job title: Administrative Assistant, Undergraduate Programs, Werklund School of Education

Job description: Position Overview

The Werklund School of Educationis currently seeking a Recurring Part-time Administrative Assistant .

The Werklund School of Education (Werklund School) has more than 2500 students currently enrolled in BEd, MA, MEd, MC, PhD and EdD degree programs supported by more than 160 academic and support staff. There are more than 27,000 alumni of the Werklund School that can be found in 148 countries around the world. Research informs all of our programs. In exploring how we learn and how to create conditions that enable learning, the work of our students and researchers provides a better understanding of the broad range of educational issues within our communities.

The Administrative Assistant reports to the Manager, Undergraduate Programs in Education (UPE) and works under the direction of the Experiential Learning Facilitator for the work of that portfolio. The position is required to perform a variety of duties with a high degree of accuracy. Effective communication skills are essential. The incumbent must be able to work well with multiple stakeholders directing the work, prioritizing work time efficiently with minimal supervision and handle frequent interruptions. Continuous change and shifting priorities requires a high level of responsibility that must be addressed on a daily basis. Solid organizational and very strong interpersonal skills are necessary to be successful in this role. The incumbent must have the ability to consistently use discretion, maintain professionalism, confidentiality and demonstrate composure, adaptability and flexibility while working under pressure to provide efficient, quality service. This position represents WSE through frequent interaction with students, faculty members, support staff, community partners, and the general public in matters related to the portfolio.

This is a Recurring Part-time position, on an as-needed basis supporting the Undergraduate Programs in Education (UPE). Some evening or weekend work will occasionally be required.

Primary Purpose of the Position: (Key purpose, functions, roles):
The primary purpose for the Assistant is to provide administrative support for experiential learning initiatives within WSE including: K-12 tutoring program; co-curricular, international experience and service-learning initiatives; outreach activities with community partners; mentorship program, student opportunities website; events; and office administration. The Assistant is responsible for facilitating the administration of the priorities and directions set by the Manager, Facilitator, and the Director, Teaching Across Borders.

The ability to work in a team environment with an open and consultative communication style and to exercise initiative and judgment are required by the position. As well, the ability to work in an environment that is complex, changing and at times stressful is essential. This position deals with highly confidential materials and requires the ability to exercise considerable discrimination, and the effective management of information, both internally and externally.

Position Description

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

In providing support for UPE student and Experiential Learning initiatives, this position will be responsible for:

• Providing administrative support for Experiential Learning initiatives within UPE
• Sharing information with others as appropriate using discretion and good judgement
• Compiling, drafting, editing and maintaining a wide variety of documentation including routine correspondence, presentations, spreadsheets, reports, web pages and other related documents using various software programs
• Maintaining a filing systems (paper and electronic) following WSE guidelines
• Planning events, including room booking/preparation, catering, technology coordination, etc.
• Overseeing purchases and reconciling expenses for UPE Experiential Learning initiatives
• Scheduling, organizing and acting as recording secretary for regular and ad-hoc meetings
• Working effectively within the framework of WSE guidelines and the University of Calgary’s policies and procedures

Qualifications / Requirements:

• Completion of post-secondary diploma in administration is required
• 5 years’ progressive administrative experience is required preferably in a post-secondary environment
• High level proficiency with the MS Office Professional (Outlook email and calendar, Word, Excel, PowerPoint) is required. Proficiency with Web Content Management software (Drupal) Orbis and PeopleSoft would be an asset
• Experience working with expense claim reconciliation is required
• Must have excellent communication and interpersonal skills
• Strong interpersonal skills and an ability to work effectively both independently and as part of a team; flexibility, tact, perseverance, initiative are all crucial to daily work and success in the role
• Superior organizational and time management skills are required for this position
• A high degree of accuracy and attention to detail and ability to prioritize often conflicting demands are both required to be successful in the role
• Proven ability to work in an open-space environment that is complex, changing and at times stressful, is critical to the role
• Must possess a high level of integrity and ability to maintain confidentiality

¿Application Deadline: June 22, 2021

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 . For more information about the Werklund School of Education visit .

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 has launched an institution-wide in line with the foundational goals of , 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.

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