Description
The Haskayne School of Business is currently seeking a Part-time Limited Term Administrative Assistant for approximately 12 months.
The Administrative Assistant to the Chair and Program, Insurance and Risk Management (Administrative Assistant) reports to the to the Chair, Insurance and Risk Management (Chair) within the Haskayne School of Business and provides ongoing and/or project-based support to additional faculty members and instructors as needed.
The Administrative Assistant works independently in their day-to-day work, and maintains regular and open communication with the Chair, other HSB team members, and the stakeholder groups they support (e.g., students, alumni, faculty, and external partners) to ensure that all work is completed in an accurate, professional, and timely manner.
This position works within a framework of University and School policies and procedures and requires initiative and good judgment.
Due to operational requirements of this position, the incumbent is expected to work predominantly in-office. The position requires working three days a week (0.6 FTE), with the days to be agreed upon. The primary hours of work are 8:30 A.M. to 4:30 P.M, 7 hours per day (21 hours per week); however, there may be a demand to work outside of these hours.
Summary of Key Responsibilities (job functions include but are not limited to):
Provide efficient, accurate and dependable administrative support for the Chair and program, including support for faculty and instructors in risk management and insurance. Tasks may include, but not be limited to:
- Arranging meetings, preparing agendas, support materials and minutes, and following up on actions as required
- Calendar management’s administrative financial tasks including credit card reconciliations, preparation of expense claims, Professional Expense Reimbursements (PER) claims, invoice
- Submissions, purchase order processing, project update requests forms, etc.
- Assisting in event planning
- Event travel preparations and administration
- Website updates, social media content preparation and uploading
- Maintaining electronic and paper filing systems
- Sending, receiving and sorting mail and courier’s
- Processing, receiving, and reconciling material and supply orders
- Acting in the capacity of first point of contact to a department or team
- Maintaining current Faculty Directory and mailman lists and communicating changes as they occur
- Preparing gift packages and coordinating parking passes for visitors
- Ensuring optimal operation of office equipment and area supply needs are met
- Booking appropriate spaces on behalf of sessional instructors for office hours, team grading meetings, student deferred exams, etc.
- Ordering and maintaining supplies
- Assists with hiring, salary, and scholarship administration for students and research assistants
- Assists with recruiting, hiring, on- and off-boarding for academic staff
- Processing of template-based hires, job change requests, extension requests, and student scholarship funding administration
- Organizes events, conferences, and workshops, including preparing and distributing schedules and invitations, catering, gifts and parking passes coordination, travel arrangements, expense claim submissions, and other related tasks
- Coordinating complex international travel arrangements, within university processes
- In collaboration with the Chair and Administrative Services Team ensures clear priorities and expectations for administrative support services are established, communicated, and adhered to; creates, documents, updates process efficiencies to administrative procedures to increase process clarity and efficiency and to ensure compliance with university policies and procedures
- Works alongside others to build a collaborative and inclusive team that shares information, ideas and best practices, identifies areas for improvement and recommends solutions to improve the productivity and quality within own working area and across teams
- Provides coverage relief and workload sharing within the Administrative Services Team, the Dean’s Office as requested and, during peak periods, the Teaching and Learning administrative team
QUALIFICATIONS / REQUIREMENTS:
- Minimum of 2+ years of progressive administrative experience or a combination of work experience and formal education are required
- Demonstrated administrative, analytical, organizational, time and workload management skills in an energetic environment while prioritizing and performing multiple tasks of varying complexity and responding to frequent interruptions
- Demonstrated ability to act independently and as part of a team to initiate, coordinate, track and follow through with cyclical tasks and projects
- Strong written and verbal communication skills are necessary. Drafts clear and concise correspondence, seeks clarification, and responds to all enquiries with the utmost professionalism and within established guidelines
- Works well under pressure, remaining calm in demanding situations
- Respects privacy, maintains confidentiality, demonstrates diplomacy and good judgement at all times
- Team player with a customer-first mindset who fosters a welcoming, service-oriented culture and positive stakeholder relationships and experiences
- Intermediate to expert user of business systems including Microsoft Office Suite, Teams, Zoom and web navigation required
Application Deadline: July 07, 2025
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.
This position is part of the AUPE bargaining unit, and falls under the Operations Administration Job Family, Phase 2 .
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website .
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