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Administrative Assistant, Chemical & Petroleum Engineering, Schulich School of Engineering

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Job ID: 13157

Updated: August 25, 2017

Location: Main Campus

Position Overview

The Department of Chemical & Petroleum Engineering in the Schulich School of Engineering is currently seeking a Full-time Regular Administrative Assistant. 

This position reports to the Manager, Administrative Services in the Department of Chemical and Petroleum Engineering, and provides front-line service which includes acting as a resource person for students, staff and the general public. There are peak periods with a high volume of student contact (in person, by phone and e-mail.) The regular hours of work are Monday to Friday, from 8:30 a.m. to 4:30 p.m.; however, flexibility of hours will be required from time to time during the fall and winter semester to ensure tasks are completed.


Position Description

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


  • Greets visitors in a pleasant and courteous manner
  • Answers phones and e-mail enquiries - routes callers and takes messages; provides routine information
  • Receives deliveries and incoming mail. Distributes/sends faxes, mail, couriers
  • Updates and maintains the campus directory and departmental contact lists
  • Responsible for checking department email accounts and redirecting as appropriate
  • Maintains the outer office reception area and the general office work area to ensure overall cleanliness and organization


  • Orders general office supplies, ensures supply room and photocopy rooms are well-stocked
  • Books rooms, projectors, laptops and associated equipment for Department staff, faculty and students
  • Photocopies and assembles material for faculty and office staff
  • Provide administrative support to faculty members as required
  • Signs out keys to faculty, staff and students. Maintains an accurate inventory count
  • Receive payment for student key deposits, course notes, and student printing accounts
  • Assists with the planning and preparation of meetings, conferences and conference calls, including arranging all aspects of design course presentations (i.e. invitations, parking, catering.)
  • Performs other related duties as required

Qualifications / Requirements:

  • Grade 12 education with minimum of one year of directly related office experience
  • A good working knowledge of Microsoft Office including Word, Excel, PowerPoint, Outlook; experience with PeopleSoft an asset
  • Excellent oral and written communication skills to draft clear, concise correspondence, as well as to respond to enquiries on the phone or in person with tact, confidentiality and discretion
  • Demonstrated ability to take initiative and work both independently and as part of a team within a large, complex, dynamic and sophisticated organization
  • Ability to operate and maintain office equipment (i.e. photocopier, shredding machine)
  • Must be open to learning and development; willing to accept new assignments and challenges

Application Deadline:  August 9, 2017

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 Schulich School of Engineering visit Careers in the Schulich School of Engineering

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

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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