Description
This opportunity is currently available for internal applicants only as THERE IS A STRONG INTERNAL CANDIDATE FOR THIS POSITION.
The Faculty of Science is currently seeking a Full-time Limited Term Science Shops Administrator for approximately 6 months.
The Science Shops Administrator is responsible for providing financial and administration support to the Faculty of Science Core Facilities and Services with the majority of the work supporting the Science Shops, including the Science Workshop, Glassblowing Shop and Electronics Shop. The Science Shops Administrator plays a crucial role in ensuring smooth operational workflows within the Science Shops and Core Facilities and Services teams. Additional administrative support into the broader Core Facilities and Services unit is required as needed and directed by the Manager, Science Shops.
The Science Shops Administrator is responsible for a wide range of administrative tasks, including maintaining an up-to-date inventory of the Science Shops work orders and related management of work orders for all shops. Administrative duties include maintaining capital equipment inventory, managing correspondence and management of all purchase orders to outside vendors for shop materials, supplies, and consumables, account code verification, and general financial administration within the Science Shops, and operational and financial report generation.
In addition, customer service is a vital part of this role, including assisting customers with on-demand inquiries and ensuring technical inquiries are triaged, recorded, and completed. This role is also responsible for maintaining the reception area and general office space, answering and/or triaging inquiries from visitors, and providing logistical coordination of Science Shop meetings, working groups, and events, including calendar invitations for all relevant participants, room bookings, and arranging any technical requirements required for the meeting. The Science Shops Administrator will also provide back up support for the Science Stores team, such as placing orders for materials and supplies. This position reports to the PI.
Summary of Key Responsibilities (job functions include but are not limited to):
Reception and Administrative Support
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Work under the supervision of the Science Shops Technical Coordinator in the Core Facilities and Services group to ensure efficient and smooth operation.
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Promote a positive atmosphere ensuring clients experience a professional, helpful and welcoming environment.
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Maintain the office reception area and general office spaces to ensure overall cleanliness and organization.
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Manage workflow for the Science Shops primary reception area, including answering telephones, email, assist and resolve visitor inquiries, triage student, staff and faculty inquiries and make referrals to appropriate resources and staff, respond and track incoming and outgoing correspondence, deliver mail and couriers.
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Ensure accurate records, inventory and management for all Science Shop work orders, including accounting accuracy and processing.
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Ensure staff members regularly track their time on jobs and maintain their timesheets in WorkFlowMax on a weekly basis.
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Ensure work order entries in WorkFlowMax are up to date, including job details, accounting, time and parts.
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Ensure completed work orders are closed in WorkFlowMax and charges processed in a timely manner.
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Ensure service rates are reviewed annually and communicated to the Faculty of Science and all clientele.
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Manage and provide administrative support to ensure that the day-to-day and planned activities are completed in a timely, accurate and professional manner to support the effectiveness of the faculty.
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Ensure month-end and fiscal year-end administrative and financial processing is accurate and complete.
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Generate administrative, operational and financial reports as required.
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Promote a positive atmosphere ensuring clients experience a professional, helpful and welcoming environment.
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Foster and maintain cooperative and trusting relationships with internal and external stakeholders to provide seamless and efficient support.
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Maintain the office reception area and general office spaces to ensure overall cleanliness and organization.
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Provide administrative support such as printing, scanning, shredding, room bookings, supply ordering and maintenance.
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Provide other administrative support to the Science Shops Technical Coordinator and Core Facilities and Services Manager as required.
Administration of Journal Requests/Entries for PeopleSoft
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Work closely with Purchasing, Accounts Payable, Accounts Receivable, Capital Equipment Inventory, Fund Accounting, vendors and other contacts on and off campus ensuring that any problems pertaining to eProcurement and Cost Recovery are dealt with in a speedy, accurate and professional manner.
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Assist staff in preparation and processing of expense and travel claims.
Science Shops: Managing Reconciliation of Purchasing CardIT and Facilities Requests, Shop Software, File and General Protocols
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Submit and follow up on all IT, Facilities, caretaking, Archibus requests for the Shops and work directly with the Science Space team on facilities matters, submit IT tickets for telephone installations/moves, computer upgrades, changes, and other IT requests as needed. etc.
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Ensure UCalgary and Faculty of Science standards are being followed in terms of file storage by using current file storage systems, software, and protocols.
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Organize files on SharePoint, Teams, OneDrive and physical files as needed; maintain files according to POPA and document retention rules.
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Responsible for annual payments of software licences associated with the Science Shops, such as WorkflowMax, Solidworks, Mastercam, and Altium.
Develop new and streamline existing administrative processes.
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Acknowledge and respond to requests and general inquiries.
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Organize documentation and background information for various academic committees, focus groups, workshops, and other meetings, including booking rooms, organizing agendas, taking and distributing minutes.
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Manage all correspondence in the Science Shops emails to ensure communication is complete, clear and efficient for all Science Shops.
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Provide back-up for all generic mail accounts in the Science Shops, including the Science
Workshop, Glassblowing and Electronics Shops.
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Provide support for organization, set up and execution of events and office meetings as required.
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Complete correspondence and generate reports and statistics related to support, with data collection and analysis of the programs, workshops, and events.
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Promote safety in the Science Shops area by mandating PPE for clientele, ensuring hazard assessments are reviewed and shop inspections and HACFs are completed annually.
Core Facilities and Services
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Prepare purchase orders using PeopleSoft eProcurement program.
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Responsible for shipping and receiving for Science Shops.
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Maintain capital equipment inventory for Core Facilities and Services through PeopleSoft Asset Management.
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Provide recommendations for continuous development and streamlining of administrative processes and procedures for Core Facilities and Services in conjunction with Manager, Science Shops.
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Responsible for preparing annual PO for liquid nitrogen usage.
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Process Accounts Receivable billing for Core Facilities and Services.
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Oversee administration of the Science Shops job tracking databases.
Qualifications / Requirements:
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Business administration certificate, diploma or equivalent.
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Minimum 2 years administrative experience supporting a large, dynamic team in a client-based work environment.
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Experience working in a large, dynamic team with proven personal effectiveness and productivity.
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Proven experience providing in-person customer and administrative support to clients, shop staff and vendors.
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Proven ability to maintain up-to-date records and inventory of all Science Shops work orders and related management of work orders for all shops, including accounting accuracy and processing.
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Experience working independently to meet tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines, as required. (for example, meeting fiscal year-end deadlines, providing information or creating reports for the Core Facilities and Services leadership team).
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Ability to coordinate meetings, including related communication, calendar and room booking and ensure technical requirements are met.
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Strong initiative to find solutions by being resourceful, creative, innovative, and flexible.
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Ability to think critically and creatively under pressure while exercising good judgement and discretion.
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Adaptability and flexibility in the workplace and ability to pivot work based on evolving priorities, as directed by reports-to-Manager, Science Shops Manager or senior leadership representatives.
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Excellent interpersonal and communications skills and professional interactions with broad client base, including faculty members, support staff, post-doctoral fellows, graduate and undergraduate students, and external vendors.
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Ability to build relationships to accomplish goals with diverse groups within and outside of the Faculty of Science.
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Excellent interpersonal and communications skills.
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Proven organizational skills, multitasking and high attention to detail.
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Advanced computer skills, including Microsoft Office 365, including Outlook, Teams, Word, Excel, OneNote, Lists, Teams, PowerPoint.
CONSIDERED AN ASSET
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Experience with PeopleSoft, WorkFlowMax, Adastram and Qualtrics.
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Knowledge of university policies and procedures associated with the Core Facilities and Services portfolio.
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Experience with web content management systems.
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Experience interacting with and supporting students.
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Experience with identifying hand tools, power tools, measuring equipment, fasteners, general shop equipment, etc. would be considered an asset.
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Knowledge of university policies and procedures associated with the portfolio position.
Application Deadline: July 10, 206
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 ii' taa'poh'to'p 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.
The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.
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 Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).
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.
