Administrative Assistant, Undergraduate Education
Job details
Job description, work day and responsibilities
Description
The Faculty of Veterinary Medicine is currently seeking a Full-time Limited Term Administrative Assistant for approximately 24 months.
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.
The position is based at the Spy Hill Campus.
Summary of Key Responsibilities (job functions include but are not limited to):
Course Support:
D2L course support for course coordinators, faculty, and sessionals â⿬“ posting and proofing material and exams, course pages, exams, and quizzes, assisting with gradebook creation and posting of grades
Assisting with Office365 document preparation, including formatting, proofreading, and editing related to undergraduate courses
Provides support for online, in-person, and hybrid teaching as required
Coursetune support: data entry as directed by faculty
Formatting, printing, and delivering teaching material, including paper exams
Assisting with Re-Mark
Sessional/Honoriarium support: supporting the recruiting, and onboarding of sessional and guest lecturers as required by the course coordinator
Meeting & Committee support:
Faculty meeting support, including scheduling, room bookings, hybrid meeting setup, arranging catering, and agenda prep and minute-taking for course-related meetings
Communications support: including maintaining and updating teaching-related information. May include VETNet and other electronic platforms
Assists with events, including planning, advertising, execution, and clean-up as required
Supports colleagues during periods of heavy workload, absences and other unexpected interruptions
Identifies service gaps/opportunities to improve teaching support and proposes solutions to the Manager, DVM Program Administration
Contributes to the development and revision of policies and procedures as appropriate
Other related duties 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:
Completion of a post-secondary diploma in administration is preferred
High level of proficiency with Office365 applications (Word, Excel, Teams, and PowerPoint) is required
Experience with online learning applications (Blackboard, Desire2Learn, Brightspace, Moodle) is an asset
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
Strong organizational and time management skills are required
Attention to detail, accuracy, and strong written and verbal communication skills are required
Ability to work in a team environment and build relationships within the Faculty, staff and students is required
Ability to communicate and impart knowledge to students and faculty is required
A high level of integrity and ability to maintain confidentiality is required
Ability to manage a variety of issues and tasks concurrently is required
Proven ability to work in an open-space environment that is complex, changing and at times stressful, is critical to the role
Application Deadline: July 21, 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 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
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 ****** 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 Institutional Commitments (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 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.
The position is suitable for candidates with education
This position is suitable for fresh graduate
Company address
You will be redirected to another website to apply.
Offer ID: #1190415,
Published: 3 weeks ago,
Company registered: 3 months ago
