Why AUArts?

Alberta University of the Arts (AUArts) is situated on the ancestral land of the Siksikaitsitapi - Blackfoot Confederacy which includes the Siksika, Kainai, Piikani Nations and the shared territories of the Tsuut’ina Nation as well as the Iyarhe Nakoda-Stoney which includes Bearspaw, Chiniki, Good Stoney Nations and also the home of the Métis Nation of District 5 and 6. The City of Calgary has long been called Moh’kins’tsis by the Siksikaitsitapi, Guts’ists’i by the Tsuut’ina, and Wîchîspa by the Nakoda.

The Alberta University of the Arts is one of only four major art, craft and design focused Universities in Canada. Our internationally recognized programs and state-of-the-art facilities offer our 1,100 students a hands-on, studio-based education that leads to a Bachelor of Fine Arts, a Bachelor of Design, and an MFA in Craft Media. AUArts has deep roots in Calgary’s creative community and our alumni have had an impact on creativity around the world. Alberta University of the Arts will be celebrating its centennial in 2026.

Do you believe in the power of ideas, possibility, and in building community? AUArts is a community of thinkers, shapers, makers, and risk takers. We are students, faculty, staff, and alumni rich in diversity of culture and thought, challenged to fearlessly explore what moves us, drives us, and implores us to see the world differently.

The Opportunity

Competition #2526-AU-ET-06

Alberta University of the Arts (AUArts) is looking for Executive Assistant, Administration to support our Vice President, Finance and Operations.

This is a full-time temporary position starting October 2025 until on or before April 2027. Hours of work are 35 hours per week, 7 hours per day.

This position provides a full range of effective, efficient, and confidential administrative and professional support to the Vice President, Finance and Operations to manage and maintain a smooth flow of information and activities in and through the department and AUArts leadership.

The EA works closely with the EA, President and CEO to coordinate and liaise with AUArts leadership members and provide mature business process support and effective project management of portfolio priorities.

Key Responsibilities:
Office of the Vice President, Finance and Operations

• Manages information flow of the VP’s office, including receiving and distributing correspondence, and directing and answering queries.
• Drafts and/or formats information for internal and external communication – memos, emails, presentations, reports.
• Maintains office filing system and manages institution wide records management system.
• Coordinates finances, assists with department budget preparation, tracking and monitoring.
• Coordinates with external stakeholders on university operations such as insurance program renewal and management, legal services, etc. Manages and maintains calendar and daily schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
• Ensures the timely update, monitoring and reporting of significant and ongoing portfolio operations and projects including, but not limited to, enterprise risk management, legislative compliance, audit implementation, capital budgets, and Cabinet updates.
• Initiates, or undertakes as required by the VP, research and analysis on studies, reviews, assessment of financial and operational matters impacting programs and services that require advice or input from VP.
• Initiates or provides support for the development and editing of policies, procedures, and administrative guidelines relevant to the Finance & Operations portfolio.
• Monitors all relevant FCS Procedures for required updates based on review schedules approved within Procedures and works with Departments for timely revisions as required.

General Administrative Support

• Provides ad-hoc administrative support to members of Cabinet such as calendar and meeting scheduling, purchase card reconciliation, and other administrative functions as required.
• Oversees administrative procedures and recommends changes as appropriate. Reads and analyzes submissions, letters, agendas, memos and determines significance, routing to appropriate personnel in a timely and efficient manner.
• Prepares reports, collects, and analyzes information; prepares presentations. Record meeting decisions and required actions in minute format.
• Perform data analysis demonstrating extensive proficiency in MS Word, Excel, Outlook, and other applications.
• Perform filtering and sorting of data, V-lookup and other functions.
• Prepare executive responses to routine memos, letters, or correspondence.
• Provides back-up support to the Office of the President.

Meeting & Committee Administrative Support

• Provides administrative support to relevant AUArts committees and meetings. Coordinates and schedules all meetings, prepares and distribute agendas, and records official minutes:
• Leadership team;
• Budget Task Force;
• Student Fee consultation committee

Competencies:
AUArts has established five common competencies to promote unity of vision and action in the organization:

• Healthy Spaces
• Active Inclusion
• Creative Innovation
• Collaborative Practice
• Strategic Leadership

Qualifications:
The following qualifications have been determined to promote the likelihood of

success in the role. In alignment with the principles of inclusion, individuals with an alternative equivalent qualification may be considered.

• Undergraduate degree
• 5 years’ experience years in administrative support or executive assistance experience, or equivalent combination of education and experience
• Advanced proficiency of Microsoft Office 365 applications (Outlook, Excel, Word, SharePoint, Teams).
• Strong business writing and editing skills
• Demonstrated organizational and time-management skills
• Demonstrated ability to establish priorities in an environment of ever-changing and conflicting demands, high pressure and narrow deadlines
• Demonstrated ability to act decisively and to exercise a high degree of initiative, self-direction, and sound judgment
• Demonstrated ability to deal appropriately with confidential material
• Strong knowledge of a post-secondary institution and understanding of post-secondary structure, including governance procedures and practices is an asset

What We Offer

• Comprehensive benefits package including health spending account
• Annual vacation accrual starting at 24 days, Personal days, and other types of leave
• Paid time off over the University closure from December 24 – 31

How to Apply

Applications must be submitted as a single PDF document and include a Cover Letter

and Curriculum Vitae / Resume.

Please visit our Application FAQ's page to ensure your application is complete prior to submission. Please upload your single document to the “Resume” section

The deadline to apply is Friday, September 14 2025. While we thank all candidates for their interest, only applicants selected for an interview will be contacted.

Further information about AUArts is available on our website at www.auarts.ca.

AUArts is an equal opportunity employer and is strongly committed to fostering inclusion and belonging within our community.

We welcome applicants who have demonstrated a commitment to upholding the values of equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission. We encourage applications from members of groups that have been historically disadvantaged and marginalized, including First Nations, Metis and Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, those who identify as women and/or 2SLGBTQ+.

We recognize the legitimate and potential impact that career interruptions (maternity leaves, leave due to illness) can have on a candidate’s record of research achievement. Applicants are encouraged to identify in their application the impact that career interruptions may have had on their record of practice and achievement; this will be taken into consideration during the assessment process.

We are committed to making our recruitment, assessment, and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities. If you require any accommodations at any point during the application and hiring process, please contact hr@auarts.ca. All requests for accommodation will be treated confidentially.

Please note that all qualified candidates are encouraged to apply; however, applications from Canadians and permanent residents will be given priority. All successful candidates must demonstrate that they are legally entitled to work in Canada.

The personal information collected through this website will be used for the purpose of determining eligibility and suitability for employment, as well as immigration requirements and reporting. This collection is authorized by section 4 (c) of the Protection of Privacy Act (POPA) and will be protected by section 10. For questions about the collection of personal information, contact hr@auarts.ca, or the University Secretary at access.privacy@auarts.ca or 403.284.7647.