Administrative Assistant, Student and Enrolment Services

Position Overview

Student and Enrolment Services is currently seeking a Full-time Regular Administrative Assistant.

Student Accessibility Services (SAS) works collaboratively with the campus community to create an accessible and supportive learning environment that enhances each student's academic development. This office provides support to approximately 2000 undergraduate and graduate students, as well as all Faculties and departments. The Administrative Assistant reports to the Director of Student Accessibility Services and works closely with the Administrative Coordinator to ensure the efficient operations of Student Accessibility Services.

A high level of confidentiality, accuracy and attention to detail is required. The ability to multi-task, easily shifting between administrative tasks and front line service is a must. Time management, creativity, strong communications skills (written and verbal), and the ability to work collaboratively across shifting priorities are key factors contributing towards the success of this position. Being a team player with a positive attitude and flexibility are also necessary attributes.

Position Description

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

• Acts as the initial point of contact and representative for Student Accessibility Services (SAS).
• Triages student and faculty inquires and concerns and makes referrals to appropriate resources on campus
• Responds to inquiries from students regarding registration requirements, disability funding opportunities, and the accommodation process
• Schedules student appointments utilizing computer software including Microsoft Office (Word and Excel) and specialized disability management software programs (Clockwork)
• Provides information about documentation requirements to register for SAS services and provides accurate information regarding SAS programs and resources
• Provides accurate and timely administrative support for the Director, Administrative Coordinator, and various members of the advising team
• Creates and maintains student files to ensure accurate and timely provision of service
• Ensures office equipment in general office and the Nat Christie Adaptive Technology Centre is well maintained, serviced, and fully functional
• Create and manage active and inactive student files according to departmental and university procedures
• Ensures confidentiality of all student records
• Provides coverage and back-up for Administrative Coordinator during peak times and for vacation coverage
• Maintains internal forms and information sheets and recommends changes to internal documents /forms based on user feedback
• Updates and maintains SAS website and other departmental communication tools (ie. Student blog, welcome emails)

Qualifications / Requirements:

• Post-secondary education or combination of education and experience. A Certificate in Office Administration is a definite asset
• 3 to 5 years in a university or office environment
• Experience working in a large, dynamic team with proven personal effectiveness and productivity is required
• Proven organizational skills, multitasking and high attention to detail required
• Excellent interpersonal and communications skills required
• Demonstrated commitment to exceptional, proactive student service
• Must demonstrate ability to work in an open, busy area with frequent interruptions
• Ability to work under pressure to meet strict and multiple timelines
• Excellent computer skills including experience using technical advising tools (such as student information management systems like People Soft and MS Office Suite (including Word, Outlook, PowerPoint, and Excel) is required.
• Experience with the Clockwork database platform is a strong asset
  

Application Deadline: August 5, 2023

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/Admin Job Family, Phase 2.

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.

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

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 has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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.

As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities , and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.