We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

Arts Admin Operations in the Faculty of Arts is currently seeking a Full-time Regular Engagement Assistant.

The Engagement Assistant role supports the planning, coordination and ongoing administration of the Faculty’s student engagement programs and opportunities.  This role helps build a positive Undergraduate student experience and will routinely liaise with units external to ASC and the Faculty of Arts. The position reports to the Manager, Arts Students’ Centre and works closely with the Manager, Advising and Administration and the Associate Dean, Teaching, Learning and Student Engagement.
 

Position Description

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

Recruitment, Conversion and Engagement

• Working closely with the Associate Dean and the Admission and Recruitment team, coordinates Faculty of Arts participation in university-wide recruitment, conversion and engagement events such as Open House, You at UCalgary and New Student Orientation. This includes the recruitment and coordination of faculty and student volunteers.
• Supports the promotion of faculty level academic and engagement programs, including certificates.
• Working with the Cooperative Education team and the Undergraduate Program Advisors, assists with creating, advertising and coordinating events and workshops for undergraduate students in the Faculty of Arts.

Teaching, Learning and Student Engagement Administration

• Works closely with the Manager, Advising and Administration to support the Arts and Science Honours Academy.  This includes website maintenance, preparing application files for the selection committee, communicating admission decisions, and tracking accepted students.
• Working with the Manager, ASC, provides research and data entry support for existing and proposed programs that are administered by ASC.  This includes supporting activities related to the closure of programs.
• Supports the Associate Dean with faculty level Teaching and Learning initiatives. This includes event management and data entry tasks.
• Assists with student communications including maintenance of the Faculty of Arts D2L portal and email distribution lists.
• Processes course access requests for courses that do not have a departmentalized home.  Provides back-up for all other course access requests processed by ASC.
• As part of the front facing team, provides back-up for the Reception desk, ensuring a high level of customer service.

Co-operative Education

• Provides accurate information about the Co-op program to prospective students and administers incoming e-mail from general inbox.
• Administers student records including: entry of work term information into PeopleSoft, registration of new applications, preparation of applications for Associate Dean, admission payment receipts, completion of reports/forms required at various stages of the work term, grade submissions, withdraws/completions, etc.
• Updates and maintains spreadsheets and databases containing student and employer data.
• Assists in the preparation of materials for workshops, presentations and brochures
• Assists with events for the promotion of the Co-op program.
• Maintains and updates the Faculty of Arts Co-op website.

Qualifications / Requirements:

Required:

• A four year undergraduate bachelor’s degree is required; it is an asset if the degree is in a Faculty of Arts discipline.
• A minimum three years relevant administrative experience, including event planning for large events, website maintenance and course/program administration.
• A minimum three years of experience in a customer service role.

In addition, this position requires:

• Professional, advanced written and oral communication skills are essential including the ability to convey complex information and to ensure it is understood.
• Proven ability to work independently, managing heavy workload and high stress during peak periods while exercising discretion in decision-making.
• Demonstrated ability to work collaboratively and productively in a large, dynamic team.
• Demonstrated advanced computer skills in Microsoft Office applications including advanced Excel spreadsheet skills for data analysis and management, Word for document preparation and mail merges, SharePoint and OneDrive for document management and other MS Suite tools as needed. 
• Previous experience with Qualtrics, SharePoint, Marketa and Drupal 8 is considered an asset.
• Strong customer service skills, with demonstrated problem solving ability required.
• Proven knowledge and expertise with University of Calgary and Faculty of Arts policies and procedures.
• Demonstrated ability to influence and build relationships with others
• Must be open to learning and development, and be willing to accept new challenges and assignments as required.

Application Deadline:  October 11, 2022

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 Specialist/ Advisor Job Family, Phase 1.

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 Arts [https://arts.careers.ucalgary.ca/].

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.