Description
The Admin Office within the Faculty of Nursing is currently seeking a Full-time Limited Term Senior Administrative Assistant, Undergraduate Programs for approximately 12 months.
The Senior Administrative Assistant, Undergraduate Programs reports directly to the Director of Faculty Operations. There is also a strong linkage requiring day-to-day collaboration and accountability to the Associate Dean, Undergraduate Program, the Associate Dean, Undergraduate Practice Education, the Associate Dean, Curriculum Development and Program Evaluation, and the Curriculum Coordinator.
This position is responsible for providing full administrative support to the above listed Associate Deans and for the delivery of services within the Undergraduate Programs Office. As such this position requires the ability to consistently use discretion, maintain professionalism, confidentiality, and composure under pressure, demonstrate adaptability and flexibility, and provide efficient, quality service. This position works as part of a collaborative team and frequently collaborates closely with staff, faculty, students, other learning institutions, and external organizations and therefore must consistently demonstrate effective communication skills.
Summary of Key Responsibilities (job functions include but are not limited to):

Provide administrative support for the three Associate Deans that includes:

• Maintain calendars, schedule appointments/meetings and other calendar functions.
• Ensure that Associate Deans are informed of meetings and appointments making certain that work is prepared in advance of these activities and required materials have been assembled.
• Coordinate workflow to ensure the smooth operation of each Associate Dean’s portfolio.
• Coordinate meetings including booking and setting up rooms and refreshment, preparing agendas and minutes and following up on action items.
• Coordinate each Associate Dean’s travel arrangements and other instructors that may be travelling with Associate Deans.
• Assist with communications (emails, letters, brochures, and posters) and prepare and edit presentations and reports.
• Oversee multiple confidential documents including Unit Review, NEPAC, CASN, CRNA, faculty and student evaluations, budget information and workload assignment documents.
• Enter, process, and reconcile expense claims;.
• Assist with the administration of each Associate Dean’s research portfolio. This may include booking and reconciling travel for researchers, and preparing and disseminating documentation, etc.
• Perform administration related to each of the Associate Dean’s teaching requirements.
• Screen requests and provide information and guidance to faculty, staff, students, and internal/external stakeholders.
• Maintain awareness of upcoming events and internal/external meetings related to the faculty.
• Coordinate and administer the Universal Student Rating Instrument (USRI) process.
• Function as the SharePoint Administrator for the Undergraduate Program providing instructor support and hands on maintenance of curricular documents as needed.

Support Associate Dean, Undergraduate Programs

• Collaborate with the Associate Dean, Undergraduate Programs and Associate Dean, Undergraduate Practice Education to generate instructor evaluation reports for review by the Associate Dean, Undergraduate Program.
• Collaborate with the Associate Dean to maintain the confidentiality, collection, redaction and distribution of Faculty and Student evaluations in relation to program evaluations.
• Oversee student conference funding and approvals.
• Develop, draft, and maintain all curriculum documents pertaining to the undergraduate integrity of the Bachelor of Nursing Curriculum in collaboration with the Coordinator, Undergraduate Programs.
• Maintain the integrity of the teaching workload assignment which includes proofing, editing, and updating the teaching workload document, ensuring finalized assignments are uploaded, and advising of any discrepancies and duplications.
• Develop and maintain the Undergraduate Curriculum database.
• Assist with the management of the Undergraduate operating budget.

Support Associate Dean, Undergraduate Practice Education

• Collaborate with the Associate Dean, Undergraduate Programs and Associate Dean, Undergraduate Practice Education to generate instructor evaluation reports for review by the Associate Dean, Undergraduate Program.
• Develop, draft, and maintain all curriculum documents pertaining to the practice integrity of the Bachelor of Nursing Curriculum in collaboration with the Coordinator, Undergraduate Programs.
• Coordinate student meetings.

Support Associate Dean, Associate Dean, Curriculum Dev. & Program Evaluation

• Provide support as it relates to the undergraduate program (i.e., CASN, CRNA, NEPAC accreditation and new undergraduate curriculum development).
• Administrative support for ATLAS (curriculum management program)

Curriculum Coordinator

• General administrative support.

Program Evaluator

• General administrative support.
• Administering program evaluation surveys.

Undergraduate Programs Administration

• Function as the Nursing Undergraduate Programs Office first point of contact and liaison to staff, faculty, other faculties/departments within the University, other academic institutions, health care agencies, funding agencies and professional organizations and manage all Associate Dean’s inquiries.
• Disseminate information on regulations, policies and procedures related to Nursing Undergraduate Program office.
• Develop and maintain a detailed filing system that includes important historical data in collaboration with the Undergraduate Programs Office.
• Plan and organize events such as information sessions which include all related administration, facilitation, and event coordination.
• Ensure undergraduate P-card and T&E card is reconciled.
• Liaise with the Undergraduate team to ensure fluid communication is maintained.

Committees

• Schedule, organize and attend committees and workgroups and function as recording secretary for the Undergraduate Program Committee (UPC), and the Practice Policy and Procedure Committee (PPPC) meetings as well as any ad hoc, advisory, subcommittee and events that may arise. This involves preparing agendas, booking rooms, attendees, and refreshments, preparing minutes, and following up on action items. NCLEX sub-committee, NPCC, CSLC Steering, BN Stakeholders, Joint Medicine Hat/UCalgary bi- annual and BScN Curriculum Development.
• Accountable for administrative tasks related to Faculty of Nursing university curriculum and unit reviews.
• Accountable for administrative tasks related to accreditation processes of the Canadian Association of Schools of Nursing (CASN) and the Nursing Education Program Approval Board (NEPAC, and CRNA).

Other Duties

• Develop and initiate changes to processes to gain efficiency, both for the Nursing Undergraduate Programs Office, and for individual projects.
• Ensure continuous development and streamlining of administrative processes, procedures, and workflow.

• Assist with special projects as assigned by Director of Faculty Operations or Associate Deans.Provide back up to other team members as required.

QUALIFICATIONS / REQUIREMENTS:

• College diploma in Administration or Business preferred.
• Minimum of seven (7) years of administrative experience in a university setting with at least five (5) years at a senior administrative level supporting multiple individuals.
• Ability to relationship build to meet the administrative requests of others and develop strong positive working relationships is essential.
• High level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, and Access), Adobe Acrobat, Publisher, Teams, SharePoint, and Outlook is essential.
• Experience working with web-based systems and the ability to update and maintain web-based systems is required.
• Highly developed organizational skills with excellent attention to detail and the ability to set priorities and parallel process functions is essential.
• Advanced communication, interpersonal, and customer service skills are critical.
• Highly developed problem solving and analytical skills with proven ability to adapt quickly to changing priorities in an effective manner is critical.
• Demonstrated ability to work independently and in a team environment, with the ability to initiate tasks and determine priorities and deadlines is required.
• High degree of judgment, discretion, ethics, and professionalism is required.
• Demonstrated ability to take initiative is essential.
• Knowledge of the University’s culture, policies, and practices is required.
• Previous experience in PeopleSoft or other Enterprise Resource Planning (ERP) program is considered an asset.Strong ability to adapt quickly to new technology is desirable and experience creating database queries and reports is considered and asset.
• 
  Application Deadline: March 28, 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 Operational/Administrative Job Family, Phase 3.
  For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

• Develop and initiate changes to processes to gain efficiency, both for the Nursing Undergraduate Programs Office, and for individual projects.
• Ensure continuous development and streamlining of administrative processes, procedures, and workflow.
• Assist with special projects as assigned by Director of Faculty Operations or Associate Deans.Provide back up to other team members as required