Executive Assistant, Office of the Registrar

Description

The Office of the Registrar is currently seeking a full-time regular Executive Assistant.

Reporting to the Manager, Convocation and Office Operations, the Executive Assistant provides senior level administrative support to the Registrar across all aspects of academic operations. The incumbent supports the organized and efficient function of central operations within the Office of the Registrar. Work includes specific issues management, liaising and communicating with the University community, managing workflow, facilitating effective office functions, and coordinating the calendars and day-to-day activities of all senior positions in the Office of the Registrar. The impact of error is high as inaccurate advice or information has serious consequences for the reputation of the University. This position is in-person, located on Main Campus and works 35 hours a week from Monday to Friday, and there is the need to work outside of regular hours on occasion.

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

Administrative Support

• Coordinates the workflow and smooth operation of the support functions involved in coordinating the schedule and day-to-day activities of the Registrar, taking into account long-term planning and anticipation of key events, along with strategic blocking of time for critical planning activities.
• Coordinates the calendars for the Senior Team members in the Office of the Registrar.
• Proactively coordinates meetings, prepares agendas, takes minutes and follows up on action items on behalf of the Registrar and members of the Senior Team.
• Ensures the Registrar is well informed regarding itineraries, venues, and meeting participants, and works proactively to develop briefing notes and ensure that supporting documents are gathered in advance.
• Coordinates the delivery of critical documents and confidential information reviewed and/or authored by the Registrar to the appropriate parties by identified deadlines.
• Attends meetings as requested to record action items and decisions, and follows up to ensure timely and appropriate action is taken on commitments.
• Acts as the notetaker for RO working groups and committees as required.
• Manages travel bookings and arrangements including the submission of expenses and receipts, and other related activities.
• Develops and maintains an efficient electronic filing system for accurate retention of documents and assists in the timely provision and management of electronic filing systems to support effective access to records.
• Liaises with external stakeholders such as secondary and post-secondary institutions, parents and members of the public.

Academic Operations Communications

• Triages questions for the Registrar / Office of the Registrar in communication with students, faculty, support staff, and other clients, and interacts frequently and independently with senior administrative staff.
• Responsible for the daily management of the Office of the Registrar general email account.
• Drafts and sends basic responses on behalf of the Registrar to inquiries from the University community including faculty members, staff and students.
• Ensures information requests are handled appropriately with highly developed judgment and communication skills in a timely manner and in compliance with the Freedom of Information and Protection of Privacy Act.
• Produces time-sensitive documents and correspondence within tight deadlines.
• Develops and maintains positive working relationships with University contacts and external stakeholders.
• Maintains the Office of the Registrar website in consultation with the Marketing and Communications Manager.

Office Administration

• Maintaining office procedures, manuals and safety documentation including documentation required for Occupational Health and Safety.
• Maintaining up to date organizational charts and internal contact lists.
• Maintaining the regular schedule of team meetings.
• Updating various email distribution and membership lists for staff contacts and sending regular correspondence on behalf of the Office of the Registrar.
• Ordering office supplies.
• Serves a point of contact for security inquiries and Facilities with regards to general maintenance requirements and renovations within the Office of the Registrar.
• Coordinates the onboarding process for new team members, including requesting and updating staff access lists.
• Ensures a generally clean and organized work environment throughout the Office of the Registrar, including storage areas.
• Identifies issues and opportunities that may arise within the Office of the Registrar, and researches and collects data to identify possible solutions.
• Provides support with preparing and monitoring budgets.
• This includes preparing invoices, processing payments, updating budget reports, investigating expenses etc. and maintaining membership in professional registrar associations.
• Coordinates and manages information and content for the SharePoint or shared network site.

Qualifications / Requirements:

• Related University degree with 3-5 years of progressively responsible experience in a senior secretarial/administrative role, ideally in an academic environment preferred.
• An equivalent combination of education and experience will be considered.
• Demonstrated exceptional listening, communication and organizational skills, and the ability to think and write clearly; report writing and proofreading experience highly desirable.
• Superior proficiency in Microsoft Office applications as well as technology for organization, record keeping, and communication is required (e.g., Word, Excel, PowerPoint, Teams, SharePoint, D2L, Zoom, etc.)
• Knowledge and understanding of student information systems is required, PeopleSoft experience preferred.
• Demonstrated ability to act decisively and to exercise a high degree of initiative and judgment, especially regarding protocol and management of calendars.
• Proven ability to work independently as well as part of a team, to be proactive and self-directed.
• High level of tact, diplomacy, discretion and professionalism, especially in dealing with difficult issues in a sensitive and confidential manner.
• Superior attention to detail and demonstrated organizational and time management skills, and the ability to set priorities and successfully meet objectives.
• Expert knowledge of University reporting and organizational structures, along with the governance and committee structure, including the decision-making process and areas of jurisdiction within the University.
• Familiarity with FOIP regulations considered an asset.
• Knowledge of university regulations, policies and procedures in an administrative role is an asset.
• Proven ability to work in an open-space environment that is complex, dynamic, and at times stressful.

Application Deadline: September 24, 2024

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 classified in the Operational and Administrative Support Career Band, Level 4 of the Management and Professional Staff Career Framework.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy 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 shows 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.