Administrative Assistant, Centre For Wellbeing In Education

Position Overview
The Centre for Wellbeing in Education in the Werklund School of Education is currently seeking a Full-time Regular Administrative Assistant.
This Full-time Fixed Term position reports to the Director, Centre of Wellbeing in Education. The standard hours for this position are Monday to Friday 8:30 am to 4:30 pm. This position may require changes to the work schedule encompassing evening and weekend hours when workshops and other events are scheduled.
The Centre includes the Integrated Services in Education (ISE) clinic, a research portfolio and an outreach and professional learning portfolio. The ISE clinic offers high quality psychological assessment and prevention services for the community and contracted agencies and also offers high quality individual and group counselling programs to support prevention and treatment services for the mental health and wellbeing of children, youth, emerging adults and parents. The research portfolio is responsible for enhancing research within the Center. The outreach and professional learning portfolio cultivates relationships with key partners and stakeholder groups in Alberta related to wellbeing in education and develops external professional learning series in wellbeing (physical, social, emotional) for parents, educators, and psychologists.
Working within the framework of the University and Werklund School of Education policies and procedures, the Administrative Assistant is called to make decisions using independent judgment. Nature of contacts with faculty, other University departments, and the public requires excellent communication skills using tact and diplomacy, and a high degree of confidentiality.
This position will be working in a challenging, high paced environment involving shifting priorities, high call volume, visitors, staff and students with requests for information and work requirements, and an environment of change related to the development of the Centre, requiring skills to analyze, clarify and interpret information. There are periods of high volume with time sensitive deadlines.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Centre Administrative Tasks:

• Maintain and update the applicable websites for the Centre
• Provide administrative duties for Centre Director and Academic Directors
• Provide support and consultation by organizing, prioritizing and responding as appropriate to specific requests and needs of the Centre
• Plan and coordinate workshops, professional learning series and events under the direction of the Centre Director and Academic Directors including arrangements for registration, venue and catering, travel, etc.
• Deal with shifting priorities ensuring all information is produced within deadlines in a professional, accurate manner
• Compile data and draft routine correspondence and type, edit and proof-read general correspondence, Centre materials, grant proposals, manuscripts, annual report, and other related documents
• New or temporary responsibilities as and when they arise
• Schedule appointments, meetings, seminars, conferences, teaching which may require room bookings, setting up food requirements, preparing agendas, taking and transcribing minutes, preparing and distributing notices
• Under the direction of the Centre Director process Centre expenses in a timely and accurate manner. Ensure receipts and documentation are appropriate and complete, and that claims are compliant with current policies

Scheduling/Reception Tasks

• Develop and maintain client database
• Liaise with internal and external staff and agencies in a pleasant and professional manner and act as the initial resource person.
• Demonstrate a leadership role by providing direction/information and taking appropriate action to deal with unusual circumstances as well as routine office procedures
• Initial contact for all administrative calls which may need to be directed and or handled in a professional and courteous manner.
• Collect and dispatch mail, faxes, and telephone messages
• Maintain clinic facility bookings and assist student clinicians in scheduling client appointments
• Provide in-take services based on guidelines, inform potential clients about program details and
• Represent ISE in a professional and positive image in interactions with all internal and external staff and clients.
• Organize teleconferences
• Prioritize, organize, manage and respond as appropriate to incoming correspondence, information and inquiries to the Test Library Resource Centre.
• Provide information on the clinical services, fees, and procedures

Procurement/Financial Tasks

• Order office supplies, test materials, stationery as required
• Oversee account payable processes such as e-procurement, expense forms, and other related duties using the PeopleSoft processing system.
• Organizing and shipping test material to online students
• Research and review new and existing protocols as necessary
• Oversee accounts receivable processes including the collection of fees and preparation of deposits, both contracted and private

Qualifications / Requirements:

• Excellent written and verbal communication skills, grant and report writing experience is highly desirable.
• Resilience and flexibility; ability to work under pressure, and a willingness to learn new skills
• Highly skilled using technology for organization, recording keeping, communication, and accounting is required (e.g., Windows environment, Internet Explorer, MS Office (Word, Excel, PowerPoint, Outlook), Drupal, D2L, SharePoint, Zoom, Teams)
• Post-secondary education or equivalent experience is required.
• Must demonstrate a high degree of accuracy and attention to detail.
• Previous health or clinical experience and experience in medical/psychological record keeping would be an asset.
• Experience with organizing workshops, seminars or other related group functions.
• Prior University experience with knowledge of university regulations, policies and procedures in an administrative role is an asset.
• Demonstrated excellent administrative and organizational skills with the ability to set priorities and meet objectives.
• Demonstrated ability to maintain an impeccable degree of confidentiality and deal with difficult issues in a sensitive and confidential manner
• Demonstrated knowledge and experience with PeopleSoft is highly desirable, particularly in billings/invoicing.
• A minimum of 3 years of related administrative experience required
• Knowledge of FOIP regulation is an asset.
• Experience with clinic master scheduling technology (such as Titanium Schedule) and audio/video surveillance recording systems is an asset.
• Must have the ability to work independently as well as part of a team, to be pro-active and self-directed.

Application Deadline: August 07, 2023
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.
Additional Information
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2 .
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website . For more information visit Careers in the Werklund School of Education .
The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.
About The University Of Calgary
The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca .
The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High , 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 ( [email protected] ) and requests for accommodations can be sent to Human Resources ( [email protected] ).
Do you have most but not all the qualifications? Research show 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.