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University of Calgary in Qatar (UCQ)
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Administrative Assistant to the Associate Dean (Academic), Faculty of Qatar

This job posting is no longer active

Job ID#: 14687

Updated: January 29, 2018

Position Overview

This is a permanent, full time senior administrative position that is responsible for the day-to-day coordination of all the activities in the office of the Associate Dean, and for providing timely and accurate advice and support, including managing the Associate Dean’s calendar, creating and responding to routine correspondence, and acting as a liaison with internal and external stakeholders.  In addition, the incumbent may be responsible for assisting with special projects as assigned by faculty members or on behalf of the Dean.

The ability to think and act strategically regarding operational aspects of information flow and its dissemination with regard to the Associate Dean and the Senior Leadership Team is critical.

The position has several peak periods throughout the year. These responsibilities require the ability to manage competing priorities while achieving satisfactory results. The position requires strong organizational, analytical and problem solving abilities to deal effectively with complex tasks and issues. The nature of the work is driven by constant deadlines, interruptions and shifting priorities.

Position Description

Qualifications/Expertise Required:

  • Qatari preferred. Alternately, Local Hire with family sponsorship.
  • University degree or an equivalent combination of education and related experience
  • Strong coordination, organizational and time-management skills. High level of attention to detail and accuracy
  • Excellent communication skills, including the ability to write clearly and concisely; excellent editing skills; the capacity to respond to correspondence (confidential and routine), telephone calls, email, and in-person;
  • Experienced in taking and preparing formal minutes of the meetings.
  • Ability to make effective judgments with respect to setting priorities and delegating or rerouting as appropriate
  • Highly developed technical skills and strong experience using computer-based software such as the Microsoft Office suite, including Word, Excel, PowerPoint, electronic email/ calendar systems, experience with Internet. Ability to learn and use specialized computer programs such as the Peoplesoft System.
  • Ability to work productively in a framework of operations that fully respects the laws, culture and religion of Qatar
  • Ability to adapt and work positively within a complex, multi-faceted and highly demanding and dynamic work environment
  • Ability to work in both team and independent work environments
  • Knowledge of the University of Calgary policies, procedures and operating requirements is considered a strong asset


  • Oversees the administration of the Associate Dean Office, coordinating activities and serving as the first point of contact to the Associate Dean Office
  • Acts as a liaison between the Associate Dean and other faculties, departments, other academic institutions, health care agencies, funding agencies, and professional organizations
  • Maintains contact information and records for key external partners including health care facilities and government agencies
  • Manages communication for the Associate Dean Office including telephone calls, emails, faxes, and in-person contacts with students, faculty and staff, the general public, and other university stakeholders and partners
  • Organizes and maintains the Academic Dean’s calendar, including screening and prioritizing appointments for the Academic Dean and taking steps to keep Academic Dean on schedule
  • Maintains academic regulations, policies and procedures.
  • Maintains a confidential and well-organized computer and physical filing system for all files and records of the Associate Dean Office
  • Maintains office supplies for the Associate Dean Office
  • Plans and coordinates committee meeting. This includes organizing meetings, booking and setting up rooms, preparing and distributing agendas and background information, recording, transcribing, and distributing minutes, and following-up on any matters arising from the minutes as required
  • Prepares and reviews paperwork such as reports and research materials. This may include typing, proofreading, editing, and formatting documents
  • Supports the Associate Dean in special projects
  • Coordinates travel for the Associate Dean including local meetings and travel
  • Submits receipts for expenses of the Associate Dean
  • Plans and coordinates with Administrative Assistant –Faculty Support for all the day-to-day operations of the Bookstore, including the scheduling of the staffs (student hires) and ensuring that textbooks and uniforms are appropriately available
  • Acts as first point of contact for all the Administrative Assistant –Faculty Support for the day-to-day coordination of all the activities of the Academic Support.
  • Provides back-up coverage to the Executive Officers and Dean's Office as required
  • Other duties as assigned

Application Deadline:  

If you are qualified and interested in applying, please immediately submit your application online as soon as possible for evaluation.  This is an urgent job advertisement and will close as soon as a suitable candidate is found.

Please note:

  • Applications submitted through the general inquiries e-mail address will not be considered;
  • Priority will be given to Qatari Nationals and candidates who have valid Qatar Residence Permit and are under family or spouse sponsorship;
  • Only shortlisted candidates will be contacted.
  • Preference will be given to candidates who are currently in Qatar and can start as soon as possible.

Visit our website to know more about the University of Calgary in Qatarhttp://www.qatar.ucalgary.ca

Additional Information

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.