Administrative Assistant, Faculty Of Veterinary Medicine

Position Overview
The Faculty of Veterinary Medicine is currently seeking a Full-time Regular Administrative Assistant.
The Administrative Assistant, Undergraduate Education reports to the Manager, DVM Program Administration and receives direction from Course Coordinators and Faculty Instructors. This position is responsible for the administrative support of undergraduate courses in the DVM program and fourth year clinical rotations, which may occur on or off campus. There is potential for occasional work at the Foothills Campus, W.A. Ranches, and for off-campus trips.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Course Support

• D2L course support for course coordinators, faculty, and sessionals, posting and proofing material and exams, course pages, exams, and quizzes, assisting with gradebook creation and posting of grades
• Course and 4th year rotation itinerary and travel booking support, including reconciliation of travel-related expenses
• Assisting with Office365 document preparation, including formatting, proofreading, and editing related to undergraduate courses
• Ordering course related supplies
• Provides support for online, in-person, and hybrid teaching as required
• Course tune support data entry as directed by faculty
• Formatting, printing, and delivering teaching material, including paper exams
• Administrative support for 4th Year Assessment Week as required
• Sessional/Honorarium support: supporting the recruiting, and onboarding of sessional and guest lecturers as required by the course coordinator
• Assisting with Re-Mark

Meeting & Committee support

• Identifies service gaps/opportunities to improve teaching support and proposes solutions to the Manager, DVM Program Administration
• Communications support including maintaining and updating teaching-related information. May include VETNet and other electronic platforms
• Faculty meeting support, including scheduling, room bookings, hybrid meeting setup, arranging catering, and agenda prep and minute-taking for course-related meetings
• Supports colleagues during periods of heavy workload, absences and other unexpected interruptions
• Assists with events, including planning, advertising, execution, and clean-up as required

DVM program administration

• Working closely with other members of the DVM program office, supports activities in admissions, outreach, student experience, curriculum and DVLC as required

Qualifications / Requirements:

• A high level of integrity and ability to maintain confidentiality is required
• Ability to quickly learn how to operate a wide variety of software at an intermediate level including, but not limited to: PeopleSoft, Yuja, Coursetune, ReMark, Qualtrics, Articulate and web content management systems is required
• Ability to manage a variety of issues and tasks concurrently is required
• Attention to detail, accuracy, and strong written and verbal communication skills are required
• Strong organizational and time management skills are required
• Proven ability to work in an open-space environment that is complex, changing and at times stressful, is critical to the role
• Ability to communicate and impart knowledge to students and faculty is required
• Completion of a post-secondary diploma in administration is preferred
• Ability to work in a team environment and build relationships within the Faculty, staff and students is required
• Experience with online learning applications (Blackboard, Desire2Learn, Brightspace, Moodle) is an asset
• High level of proficiency with Office365 applications (Word, Excel, Teams, and PowerPoint) is required

Application Deadline: April 12, 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 II .
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 Faculty of Veterinary Medicine.
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] ).
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.