Administrative Coordinator to the Dean Full-time Job

Position Overview

The Faculty of Kinesiology is currently seeking a Full-time Regular Administrative Coordinator .

This position provides administrative and personal support to the Dean of the Faculty of Kinesiology and additional administrative support to other members of the Dean’s Office leadership team. This position reports to the Manager, Academic Programs and Administration and receives direction and oversight from the Dean.

The successful candidate requires expert knowledge or ability and willingness to learn university wide-practices and the complexities of the University organizational structure, as well as a comprehensive understanding of the Faculty and Dean’s priorities, portfolio, and commitments.

The role involves dealing with highly confidential materials and requires considerable discretion and judgement to ensure confidentiality is always maintained. The successful candidate will often represent the Dean’s Office in communication with all levels of the Faculty, the University, and the public. An exceptional level of professionalism and excellent administrative skills are required, along with courteous and professional communication with faculty, staff, students, and the public at all times.

This position also requires a high level of technical expertise including proficiencies in MS Office suite, Oracle PeopleSoft, and attention to detail. There will be periods of high volume with strict deadlines that may require work outside of normal hours. The successful candidate will oversee constant, multiple, competing and shifting priorities while working within the framework of the University of Calgary policies and procedures.

Position Description

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

• Provides senior level administrative and organizational support to the Dean.
• Management of the Deans time, by organizing the Deans daily calendar, including setting up meetings, prioritizing events.
• Ensures the Dean is informed and knowledgeable with procedures, policies, deadlines and commitments by providing accurate minutes and documents as required.
• Interacts by phone, email and in person with Faculty members, staff and students as well as external stakeholders.
• Prepares confidential correspondence on behalf of the Dean and assists in drafting, reviewing, editing and/or revising letters that require the Deans signature.
• In a senior administrative capacity, supports all major meetings for which the Dean is responsible.
• Represents the Deans office in communication with all levels of the Faculty, the University, Government agencies and other stakeholders.
• Liaise with other University departments and offices such as but not limited to the Offices of the Provost, VP Research, Campus Infrastructure, Financial Services, Supply Chain Management to obtain information in support of Faculty objectives and projects.
• Exercises discretion to determine when matters can be addressed by others and when the Dean should be consulted.
• Attends meetings with the Dean and records minutes, prepares agendas and supporting documentation for distribution.
• Logs and tracks incoming mail and follow up on deadlines and tasks to be done, exercising discretion for rerouting or delegating the above where appropriate.
• Ensures correspondence, telephone calls and other communication reflect a positive image of the Faculty of Kinesiology, and that confidentiality is maintained at all times.
• Responsible to assist with HR Academic related processes, working closely with HR, as assigned by the Dean.
• Coordinates annual events, as requested by the Dean, such as Faculty Retreats.
• In conjunction with others members of the Dean Office, ensures that at all times the Office of the Dean is perceived as a professional, respectful and is an inviting area.
• Other duties, projects or assignments as determined by the Dean or the needs of the Faculty of Kinesiology.
• Responsible for the (two) administrative positions that provide academic administrative support, ensuring high level of service / interaction with the academics.
• Provide direction for administrative staff on academic process, leadership for growth and development for staff.
• Responsible for arranging vacation coverage to ensure Dean's office is appropriately staffed.
• Accountable to direct completion of general Dean's office administrative tasks (filing, mail sorting, reception schedule) to support the Faculty of Kinesiology.
• Maintains an effective filing system and record of correspondence, documents, decisions, policies, and other related material provided to or produced by the Deans office.

Qualifications / Requirements:

• A post-secondary education and a minimum of five years work experience in a senior or executive administrative role.
• Knowledge of university administration, academic understanding and PeopleSoft knowledge would be an asset.
• The ability to work independently and to organize and complete work with minimal supervision is necessary.
• Requires comprehensive knowledge and proficiency in computer programs (MS office, Email and Internet), as well as University technology systems.
• Requires well-developed organizational skills with the ability to use exceptional judgment and discretion and proven successful teamwork.
• Requires highly developed communication skills using tact and diplomacy.
• Strong written and verbal communication skills are required, as well as the ability to deal with all internal and external stakeholders in a professional manner.
• Excellent administrative and organizational skills with the ability to set priorities and meet objectives.
• Demonstrates initiative and a willingness to perform tasks assigned.

Application Deadline: February 13, 2024

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