Administrative Coordinator, Indigenous, Local & Global Health, Cumming School of Medicine

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

The Office of Indigenous, Local & Global Health in the Cumming School of Medicine is currently seeking a Part-time Regular Administrative Coordinator.

Reporting to the Business Operations Manager, the Administrative Coordinator is responsible for providing senior-level administrative and organizational services to ILGH faculty and staff through the application of sound knowledge of ILGH operations and programs.  This requires highly developed skills of utilizing exceptional judgment, critical thinking, and professionalism to address complex issues.  The coordinator must be self-directed, self-motivated, and an energetic problem solver with a demonstrated standard of excellence.  They must be adaptable, resourceful, and able to support decision-making in a fast-paced environment with rapidly changing priorities. 

This is a .60 FTE position (3 days per week) with normal work hours.  Dependent on the availability of funding, the FTE may be increased in the future.  The days worked will be scheduled based on program needs.  The incumbent may be asked to work an occasional evening or weekend to accommodate researchers and communities.  Limited travel to community partner sites within the city and outside may also be requested occasionally.

Position Description

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

• Administrative Support for the Associate Dean, Assistant Dean(s), and Program Directors
  • Administrative coordination of projects within the Associate Dean and Assistant Dean(s) profiles
  • Support Assistant Deans and Program Directors in resolving conflicts well in advance by proactively planning and assessing situations in advance
  • Manage and provide administrative support to ensure that the day-to-day and planned activities within each of the portfolios are completed in a timely, accurate and professional manner to support the effectiveness of each assistant dean(s) and program leads
  • Acknowledge and respond to requests and general inquiries related to programs
  • Organize documentation and background program information to facilitate program and project focus groups, workshops, and other meetings, including organizing agendas and taking and distributing minutes
  • Undertake continuous development and streamlining of administrative processes and procedures to assist with day-to-day complex tasks
  • Complete correspondence and generate reports and statistics related to support, with data collection and analysis of the programs, workshops, and seminars
  • Assist with correspondence, including drafting presentations, posters, emails, briefing notes for meetings, brochures, and monthly reports
  • Support, direct, and make decisions related to administrative support by, directing administrative tasks, and analyzing and solving complex problems with the goal of provision of better service
  • Act as a role model dealing effectively with complex issues using expertise, judgment, and professionalism
  • Expert communication skills to deliver information within the team
  • Support ongoing training including both spontaneous training as questions arise and structured reviews of topics in staff meetings
  • Support the Associate Dean and the Business Operations Manager in academic, administrative, program, and research-related processes
• Finance
  • Administer and manage the submission of purchase orders and requisitions, enter expense claims and requisition invoices, update invoice logs, identify recoveries and prepare journal corrections
  • Code source documents such as invoices and receipts to the appropriate accounts
  • Set up new projects and ensure proper documentation is provided to the area involved
  • Handle deposits and cash transactions
  • Manage purchasing card payments and monthly reconciliations including monitoring corporate card transactions within ILGH to ensure compliance with card reconciliation expectations and reduce the necessity for escalation processes
  • Follow university expense guidelines to ensure that tasks are completed in an accurate and timely manner
  • Organize travel for ILGH faculty and staff, working with the travel agency to coordinate complex international travel arrangements
• Reception and Office Administrative Support
  • Acts as an ILGH ambassador, promoting a positive atmosphere and ensuring visitors experience a positive, helpful, and welcoming environment
  • Maintain the office reception area, and general office spaces to ensure overall cleanliness and organization
  • Coordinate, provide and oversee the primary reception for the office in which they are assigned to work (e.g., answer telephones, email, assist and resolve visitor inquiries, triage student, staff, and faculty inquiries, and make referrals to appropriate resources and staff, respond, track incoming and outgoing correspondence, deliver mail and couriers)
  • Foster and maintain cooperative and trusting relationships with stakeholders (both internal and external) to provide seamless and efficient support
  • Coordinates the planning of meetings and events, including scheduling, booking rooms and equipment, catering
  • Provide administrative support such as printing, scanning, shredding, room bookings, supply ordering, and maintenance
  • Submit and track all Archibus requests, telephone installs, etc.
  • Organize files on LAN, OneDrive, and physical files as needed; maintain files according to FOIP and document retention rules

Qualifications / Requirements:

• Post-secondary degree or diploma or equivalent combination of education and experience
• Ability to build relationships to accomplish goals with diverse groups within and outside of the office
• Demonstrate an ability to learn and to be self-directed skills
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment
• Minimum 5 years of administrative experience, including financial and HR, and preferably in a post-secondary setting
• Experience working in a large, dynamic team with proven personal effectiveness and productivity
• Excellent interpersonal and communications skills
• Proven organizational skills, multitasking, and high attention to detail
• Ability to think critically and creatively under pressure while exercising good judgment and discretion
• Demonstrated ability to be resourceful, creative, innovative, and flexible
• The ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines
• Advanced Computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel)
• Knowledge of university policies and procedures associated with the portfolio supported is an asset

Application Deadline:  October 25, 2022

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 III.

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 visit Careers in the Cumming School of Medicine .

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

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 ucalgary.ca .

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High , 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.

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 Equity, Diversity and Inclusion (equity@ucalgary.ca ) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca ).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.