Description
The Faculty of Nursing is currently seeking a Full-time Temporary Relief Executive Assistant for approximately 19 months.
The Executive Assistant reports directly to the Dean, to ensure that the Dean, and the Office of the Dean, is provided with senior level of administrative support that excels in meeting the needs of stakeholders, including central administration at the University of Calgary, other senior university administrators, faculty, staff, students, external constituencies, community leaders, and benefactors. In addition, the incumbent will be responsible for the management of processes related to certain faculty governance committees chaired by the Dean, including Nursing Council, and others as may be required.
This position requires knowledge and understanding of university-wide practices, reporting and governance structures and the complexities of the University's organizational structure. The incumbent requires a comprehensive understanding of the priorities, portfolio , commitments, activities of the Dean, the Faculty and the University in order to anticipate needs, assess competing priorities, and provide appropriate and timely administrative support.
The incumbent regularly deals with highly confidential and sensitive materials and information and must exercise considerable discretion, diplomacy, judgment, and independent thinking in determining how information is managed and communicated, both internally and externally. The position requires the ability to assess situations, make decisions within established guidelines, take initiative, and understand the potential impact of decisions and actions on the Dean, the Faculty, the University, and its stakeholders.
The ability to communicate effectively and professionally with internal stakeholders at all levels of the institution, as well as various external stakeholders such as donors, community leaders, and corporate leaders is critical to the success of this position. High work volume, high need for accuracy, shifting priorities, and frequent interruptions are components of the job.
Exceptional organizational, interpersonal, and communications skills, sound judgement, diplomacy, discretion, a calm and composed approach, and a consistently professional presentation and demeanor are key requirements of the position.
As a key member of the Dean's Office, the Executive Assistant provides timely, responsive, and proactive senior management of the Office of the Dean. The incumbent will play a key role in ensuring administrative support and management of the Dean's Office are carried out efficiently, effectively, and is always represented.
This position normally works Monday to Friday, 8:30 A.M. to 4:30 P.M, 7 hours per day (35 hours per week). Due to constantly shifting priorities evening and weekend extra hours and flexibility is required. The ability to work under pressure, act decisively, and exercise a high degree of initiative, discretion, and judgment are required by the person in this position.
This is a maternity leave replacement position for 18 months.
Summary of Key Responsibilities (job functions include but are not limited to):
Assistant to the Dean
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Provides senior-level administrative support to the Dean and the Dean's Office management team.
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Maintains awareness of relevant events and University-wide meetings, ensures the Dean is duly informed of scheduled meetings and appointments, and works in advance of these activities to determine and assemble required documentation and material.
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Employs well-developed judgment in protecting the time of the Dean by appropriately prioritizing incoming correspondence and appointment requests.
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Independent drafting of routine correspondence on behalf of the Dean, scheduling of appointments, meetings, seminars, travel arrangements, expense reports, and conferences attended by the Dean.
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Develops and maintains a detailed filing system for the Dean's Office, which includes important historical data. Works closely with the Faculty's FOIP Advisor and Records Coordinator to ensure compliance with record and retention protocols.
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Undertakes projects on own initiative, or at the request of the Dean.
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Undertake such other duties as may be delegated from time to time by the Dean.
Committee Coordination
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Administration of Nursing Council, Nursing Leadership Team, Extended Nursing Leadership Team, Faculty Assessment Committee, Faculty Tenure and Promotion Committee, and the Dean's ad hoc committees, including agenda development, distribution of agenda package, attendance at meetings, (and appropriate filing), and follow-up on action items of committee decisions and/or prepares resulting correspondence and documentation.
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Ensures currency of Faculty policies, committee membership list, and ensures such documents are uploaded to the Intranet.
Supports the Faculty with the procedures, advises on policies and deadlines associated with merit, and promotion and tenure processes
- With direction from the Dean and the HR Advisor (Academic), ensures faculty members are informed and knowledgeable about procedures, process, and deadlines related to merit, promotion, and tenure.
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Provides administrative and scheduling support to Faculty of Nursing Tenure and Promotion Committee, and Faculty Assessment Committee.
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Upon completion of process (promotion and tenure, or merit), ensures complete and accurate paperwork is forwarded to necessary stakeholders and HR for further processing and/or retention.
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Supports processes associated with maintaining currency of Faculty Guidelines.
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With direction from the Dean and the HR Advisor (Academic), ensures faculty members are informed and knowledgeable about procedures, process, and deadlines related to merit, promotion, and tenure.
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Upon completion of process (promotion and tenure, or merit), ensures complete and accurate paperwork is forwarded to necessary stakeholders and HR for further processing and/or retention.
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Supports processes associated with maintaining currency of Faculty Guidelines.
Faculty Governance
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Ensure terms of references are submitted by each committee and posted to Microsoft Teams.
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Ensure secretaries within the faculty have minute template and are trained on our standardized template.
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Organize and run annual elections for Nursing committees.
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Maintain master list of committee member and posts Microsoft Teams.
Qualifications / Requirements:
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8 to 10 years of progressive administrative support experience or a combination of minimum 4 to 6 years of progressive administrative support experience and the completion of post-secondary education (equivalent combination of skills and experience will be considered.
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In-depth knowledge and experience of university policies, procedures and core business systems.
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Knowledge of University reporting, organizational, and governance structures.
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Proven advanced skills in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, Microsoft Teams), Internet skills, Peoplesoft and eProcurement Systems.
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Proven experience to complete all arrangements of business travel (domestic and international).
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Able to work well under pressure, making key decisions (both on behalf of the Dean and in other matters) and demonstrating good judgment in a fast-paced environment with many conflicting priorities, meeting internal and external deadlines.
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A positive attitude and the ability to work independently and as part of a team.
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Proven excellent organizational, analytical and problem solving skills maintaining accuracy and attention to detail.
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Proven ability to use discretion with confidential material, a high level of tact and professionalism and a strong work ethic demonstrating diplomacy and good judgment.
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Must have a clear speaking voice, strong listening skills, and an ability to ask questions to clarify request information.
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Must be able to remain calm in demanding situations, and appropriately deal with stress resulting from these situations.
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Must be open to learning and development, and be willing to accept new challenges and assignments.
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Demonstrated strong communication, team and customer service skills, and an ability to exercise judgment within established guidelines.
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The ability to use independent judgment, to take initiative, to work independently and to organize and complete work with minimal supervision is necessary.
Application Deadline: September 15, 2026
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 classified in the Management & Professional Career Band, Level O4 of the Management and Professional Staff Career Framework.
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.
