Description:
The SeniorAdministrative Assistant, Research reports to the Manager, Research, Emerging Scholars & Central Support and supports the activities of the Associate Deans, Research, and the Associate Dean, Emerging Scholars.
This position is responsible for administrative support related to UCVM's research programs, including but not limited to: organizing and supporting research/ interest groups and activities, seminars, meetings, and thesis defenses; maintaining and updating research-related websites; providing support for visiting scholars, speakers, graduate students, and Post-Doctoral fellows. Another key area of responsibility is research-related financial transaction support, including p-card and expense reconciliation.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
- Meeting & Committee Support (Research/ Interest groups, Thesis Defenses, Seminars)
- Provides administrative support to committees, groups, seminars and defenses (in person, virtual and hybrid)
- Coordinates 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
- Visiting Scholars, Special Guests & Speakers
- Coordinates and provides administrative support by arranging travel, accommodations, scheduling meetings and seminars (in person, virtual and hybrid)
- Coordinates and manages logistics for meetings and seminars which may require room bookings, menu selection, preparing agendas, taking and transcribing minutes, preparing and distributing notices, and processing reimbursements for candidates
- Onboarding for visiting researchers
- Financial Transaction Support (for expenses related to research)
- Responsible for coordinating and processing financial transactions. Transactions may include expense reports, P Card reconciliation, interdepartmental billing support, Credit card maintenance support, payment requests for invoice payments and non-employee payments
- Works closely with the Administrative Assistant, Emerging Scholars to coordinate and delegates transactional workload
- Communications Support (web, teams, marketo, social media)
- Maintains and updates public and internal comms resources related to Research and Emerging Scholars
- Uses most appropriate technology and channels for sharing information
- Event Support
- Assists with coordination and logistics for 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
- Graduate Student Support
- Works with the Administrator, Graduate Education and Administrative Assistant, Emerging Scholars to provide faculty and graduate students with referrals to available resources
- Supports colleagues during periods of heavy workload, absences and other unexpected interruptions
- Identifies service gaps and opportunities to improve. Proposes and participates in solutions to team and Manager
Qualifications / Requirements:
- Post-secondary education in the area of administrative assistance, combined with 3-5 years of progressive experience, preferably in an academic environment, is required
- High level of proficiency with Office365 applications (Word, Excel, Teams, and PowerPoint) is required
- Ability to quickly learn how to operate a wide variety of software at an intermediate level including, but not limited to: PeopleSoft, Yuja, Qualtrics, Marketo, Adobe applications and web content management system is required
- Superior organizational skills with the ability to set priorities and meet objectives is required
- Strong written and verbal communication skills and with a very high degree of accuracy and attention to detail is required
- Proven ability to work independently, multi-task, and manage conflicting priorities and demands is required
- Proven ability to work in a team environment, both as a leader and contributor, is required
- Experience maintaining confidentiality with highly sensitive information is critical
- Experience with UCalgary and UCVM policies, procedures, and systems (or other large public institutions) is an asset
- Previous experience with PeopleSoft and/or e-procurement and financial software is an asset
- Proven ability to work in an open-space environment that is complex, changing and at times stressful, is critical to the role