Job Posting 77977

Faculty Assistant, Dean's Office, Faculty of Veterinary Medicine
University of Calgary
Calgary area
Foothills Campus, but travel to Spy Hill Campus may be required
closes in 3 days (Wed, 1 Dec)
full time - term / contract

The Dean's Office in the Faculty of Veterinary Medicine is currently seeking a Full-time Temporary Relief Faculty Assistant for approximately 2 years, with a possibility of extension.

The Faculty Assistant reports to the Manager, Discipline Teaching Technicians, and collaborates with the Assistant to the Department Head and other Faculty Assistants to provide effective administrative support to their assigned faculty members.

This position is based at Foothills Campus, but travel to Spy HillCampus may be occasionally required. This position works 35 hours per week, Monday to Friday. On occasion there may be the need to work outside of regular hours.

Position Description

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

  • Effectively gauges workload, prioritizes and accurately meets deadlines
  • Liaises and collaborates with internal and external personnel, to support faculty members and the department
  • Proficiently uses Peoplesoft, Outlook, Microsoft Office, and Adobe Acrobat applications
  • Provides administrative support to assigned faculty members
  • Schedules appointments and meetings
  • Manages meeting logistics and liaises with IT regarding technology and troubleshooting
  • Coordinates travel arrangements and itineraries for faculty members and their guests
  • Uses PeopleSoft to process travel and expense claims, order materials, equipment, and supplies
  • Assists with drafting documents, presentations, and correspondence
  • Supports teaching activities by uploading course content to D2L, assisting with preparation of teaching materials and exams, and logistics related to courses or 4th year rotations
  • Updates and maintains Faculty member CV’s, including Canadian Common CV, Form 100 and online publication lists for the purpose of Annual Performance Reviews and grant applications
  • Supports graduate student onboarding items related to access and desk assignments, as well as demonstrating how to complete expense reports
  • Provides administrative support for Departmental and site-based activities where required
  • Makes monthly meeting arrangements for departmental and research groups including lunches, creating posters, preparation of agendas and minute taking
  • Coordinates conferences and symposia
  • Creates and maintains distribution lists
  • Assists with website development and maintenance using Drupal
  • Orders and organises supplies and equipment
  • Provides vacation or leave coverage for other faculty/administrative assistants
  • May provide additional support to assigned faculty members where required

Qualifications / Requirements:

  • An undergraduate degree, diploma, certificate in Business Administration, Business Management, Office Administration, or similar, OR at least 5 yrs. experience providing administrative support in a veterinary post secondary school or a technical work environment where attention to detail was required
  • Ability to work in a fast-paced team environment with tact, professionalism, and diplomacy
  • Capacity to work independently, multi-task and meet deadlines while maintaining a high degree of accuracy and attention to detail
  • Strong oral, written and verbal communication skills
  • Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat is required
  • Previous experience with PeopleSoft, Drupal and D2L is considered an asset

Application Deadline:  December 1, 2021

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 about the Faculty of Veterinary Medicine visit Careers in the Faculty of Veterinary Medicine.


COVIDSafe Campus Strategy

Currently, the COVIDSafe Campus Strategy requires that all university employees complete an online attestation of their vaccination status. New hires must be compliant with the COVIDSafe Campus Strategy prior to commencing in their new position. All employees must upload their proof of vaccination status through the Thrive Health Portal ( to be released from rapid testing.

Please note that effective January 1, 2022, the University of Calgary will be requiring that all faculty and staff be fully vaccinated against COVID-19. Candidates who are offered a position will be required to upload proof of vaccination prior to their start date through the Thrive Health Portal.  Alternatively, if you are unable to be vaccinated based on a protected ground you may submit a request for accommodation through Staff Wellness along with any supporting documentation.



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