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Administrative Assistant/Receptionist, Office of Undergraduate Programs, Haskayne School of Business

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Job ID: 13153

Updated: June 24, 2017

Location: Main Campus

Position Overview

The Office of Undergraduate Programs in the Haskayne School of Business is currently seeking a Full-time Regular Administrative Assistant/Receptionist.

The Administrative Assistant will report to an assigned manager or supervisor within the Haskayne School of Business. This role provides coverage for breaks, vacation and other absences. on occasion and during peak periods, there may be the need to work outside of regular hours. The key purpose of the role is to serve as the main point of contact for the Undergraduate Area and Haskayne Career Centre, acting as triage for walk-in and scheduled appointments for the Advisors. The position provides front-line customer service to students, employers, and other stakeholders and delivers the administration of an efficient office environment. The Administrative Assistant will also receive visitors and deliveries to main reception and direct accordingly. This position also has a shared responsibility to provide excellent administrative and secretarial support to the Associate Dean (Undergraduate Programs) to ensure the smooth running of the Undergraduate Office and Career Centre.

Position Description

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

  • Run and maintain the reception and triage process for the Undergraduate Advisors
  • Receive visitors (students, faculty, staff and others), screen and re-direct enquiries as required
  • Assist with the BComm notification process, stay up-to-date on current information, guidelines and application processes.
  • Room booking for the business school
  • Manage the student club event database
  • Process the Universal Student Ratings of Instruction (USRI)
  • Assist with the updating, distribution and reporting of the annual graduate survey
  • Handle correspondence including, but not limited to general correspondence, invitations, etc. in a professional and accurate manner ensuring deadlines are met.
  • Screen mail, make travel arrangements, transcribe hand-written notes, order office supplies, handle mail, maintain office equipment and provide back up for the Undergraduate Administrator as required.
  • Prepare various reports, correspondence and other documents in an efficient, effective manner producing a product that is visually pleasing and error free in grammar, spelling and composition.
  • Assist in room setup for meetings and presentations and for the transport of materials to the appropriate site
  • Establish and maintain effective, productive relationships with staff, peers, immediate supervisor and senior management and with the campus community
  • Ensures that equipment, workspaces, and tools supplied by the university are used for their intended purposes, are maintained in safe working order, and that the costs of use are controlled.
  • Adhere to the FOIP regulations in all interactions and with regards to all University records

Qualifications / Requirements:

  • 3 - 5 years of progressive administration experience or a combination of minimum 2 years of administration experience and completion of post-secondary (An equivalent combination of skills and experience will be considered)
  • Strong organizational skills and a student service orientation
  • Knowledge of University core business systems is desirable
  • Knowledge of basic office equipment such as photocopiers, fax machines and printers
  • Intermediate/Advance skills in Microsoft Office (Word, Outlook, Excel, PowerPoint), Browsers
  • Desire and ability to learn new systems/software including, but not limited to: University of Calgary Peoplesoft Student Administration and eProcurement Systems, Qualtrics, Drupal, D2L, Orbis
  • Positive attitude and the ability to work independently and as part of a team are critical to success
  • Excellent customer service skills including excellent written and verbal communications skills, a clear speaking voice, strong listening skills, and the ability to ask questions to clarify request information
  • Discretion, confidentiality, attention to detail and an ability to exercise judgment within established guidelines
  • Ability to work in a fast-paced environment with moderate interruptions from phones, staff and other inquiries which require excellent time management skills to prioritize and meet deadlines
  • Must be able to remain calm in demanding situations (e.g. in all interactions with stakeholders, in dealing with shifting priorities, during high traffic periods), and appropriately deal with stress resulting from these situations
  • Must be open to learning and development, and be willing to accept new challenges and assignments
  • Ability to perform some physical work (lift and carry up to 25 lbs.) in a safe and mindful manner
  • Good judgment and initiative, tact and diplomacy in dealing with the frequent interactions with staff, instructors, students, University departments and external organizations.

Application Deadline:  June 23, 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 Haskayne School of Business, visit Careers in the Haskayne School of Business.

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 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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