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Emerging Scholars Administrator, Faculty of Veterinary Medicine

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The University of Calgary

6d ago

  • Job
    Full-time
    Mid & Senior Level
  • People, HR & Administration
    Education & Teaching
  • Calgary
  • 5hrs left

AI generated summary

  • You should have a post-secondary diploma, 3-5 years of admin experience, proficiency in Office365, strong organizational skills, and the ability to communicate effectively while maintaining confidentiality.
  • You will maintain records, process payments, support committees/events, assist with HR transactions, improve processes, and build relationships with stakeholders.

Requirements

  • Completion of a post-secondary diploma in administration or related area is preferred
  • 3-5 years of experience in administration, experience working in an academic environment is preferred. An equivalent combination of education and experience may be considered
  • High level of proficiency with Office365 applications (Word, Excel, Teams, and PowerPoint) is required
  • Experience with online learning applications (Blackboard, Desire2Learn, Brightspace, Moodle) is an asset
  • Ability to quickly learn how to operate a wide variety of software at an intermediate level including, but not limited to: PeopleSoft, Yuja, Coursetune, ReMark, Qualtrics, Articulate and web content management systems is required
  • Strong organizational and time management skills are required
  • Attention to detail, accuracy, and strong written and verbal communication skills are required
  • Ability to work in a team environment and build relationships within the Faculty, staff and students is required
  • Ability to communicate and impart knowledge to students and faculty is required
  • A high level of integrity and ability to maintain confidentiality is required
  • Ability to manage a variety of issues and tasks concurrently is required

Responsibilities

  • At the direction of the Manager and Administrator, maintains accurate and complete records, timely processing of letters, student payments, student grades, collecting of course outlines, distributing current class lists, facilitating class evaluations, etc.
  • Supports colleagues during periods of heavy workload, absences and other unexpected interruptions
  • Provides administrative support to committees, and defenses (in person, virtual and hybrid). This may include: room and equipment bookings, menu selection, preparing packages and agendas, parking, taking and transcribing minutes, preparing and distributing notices (hard and/or electronic), and processing expenses
  • Transactions may include expense reports, P Card reconciliation, interdepartmental billing support, Credit card maintenance support, payment requests for invoice payments and non-employee payments
  • Accurate and timely processing of student payments
  • Maintains and updates public and internal comms resources related to Research and Emerging Scholars
  • Uses most appropriate technology and channels for sharing information
  • Assists with basic administration of seminars, conferences and other events, including arranging transportation and accommodations, preparation of itineraries, applications for funding, and completing all necessary forms and requisitions
  • Assists with large teaching-related events, including planning, advertising, execution, and clean-up as required
  • Supports operations of Emerging Scholars spring and summer activities and opportunities to ensure programs are completed and various requirements are met. Works with central offices, including those in the Research and Graduate portfolios, to ensure student programs and payments are processed timely
  • Works closely with the Graduate Programs Administrator to provide faculty and graduate students with referrals to available resources
  • Assists faculty with graduate student, post-doc, and project-funded staff HR transactions, including, but not limited to, Job Opening Requests and Job Change Requests
  • Identifies service gaps and opportunities to improve. Proposes and participates in solutions to team and Manager
  • Related duties as required, including providing administrative support to other teams during periods of heavy workload or unexpected absences
  • Foster and build collaborative, supportive relationships with internal and external stakeholders related to the university and the Faculty of Veterinary Medicine

FAQs

What is the job title for this position?

The job title is Emerging Scholars Administrator, Faculty of Veterinary Medicine.

What are the working hours for this position?

This position works 35 hours a week, Monday through Friday, with the potential for occasional work outside of regular hours.

Who does the Emerging Scholars Administrator report to?

The Emerging Scholars Administrator reports to the Manager, Discipline Teaching Technicians.

What type of experience is required for this job?

The position requires 3-5 years of experience in administration, preferably in an academic environment, although an equivalent combination of education and experience may be considered.

What qualifications are preferred for applicants?

A post-secondary diploma in administration or a related area is preferred.

What skills are essential for this role?

Essential skills include high proficiency with Office365 applications, strong organizational and time management skills, attention to detail, and strong written and verbal communication skills.

Is experience with online learning applications necessary for this role?

Experience with online learning applications such as Blackboard or Moodle is considered an asset but not required.

Will the Emerging Scholars Administrator be involved in event planning?

Yes, the role includes assisting with the administrative tasks related to seminars, conferences, and other events.

Is there an emphasis on confidentiality in this position?

Yes, a high level of integrity and the ability to maintain confidentiality are required.

What is the application deadline for this position?

The application deadline is October 8, 2024.

Does this position offer any accommodations for applicants?

Yes, the University of Calgary offers accommodations at any stage during the recruitment process for applicants with disabilities.

Does the University encourage diversity in its hiring practices?

Yes, the University is committed to recruiting individuals who will enhance diversity and supports equity, diversity, and inclusion in its employment practices.

Where is this position located?

The position is located at Foothills Campus, with potential occasional work at other campuses or off-campus trips.

The University of Calgary

Canada's entrepreneurial university, A top research university

Education
Industry
1966
Founded Year

Mission & Purpose

The University of Calgary is a leading Canadian university located in the nation's most enterprising city. The university has a clear strategic direction to become one of Canada's top five research universities, where research and innovative teaching go hand in hand, and where we fully engage the communities we both serve and lead. This strategy is called Eyes High, inspired by the university's Gaelic motto, which translates as 'I will lift up my eyes.’