Description
The Office of Indigenous, Local & Global Health in the Cumming is currently seeking a Full-time Regular Administrator, Community Engagement & Global Health.
Working under the general direction of the Business Manager, the Administrator operates with minimal supervision, taking initiative in setting priorities and making decisions, and keeps leadership and staff appraised of issues as they arise.
The Administrator is an energetic, positive and detail-oriented individual and manages multiple, conflicting and shifting priorities with the support of the Manager, Business Operations. There are periods of high volume and multiple projects with strict deadlines and the environment can be challenging and fast-paced, with competing priorities and continual interruptions. The Administrator takes initiative to keep the office running smoothly and operates as a team player.
This position works 35 hours per week, Monday to Friday, but on occasion there may be the need to work outside of regular hours.
This is an in-person position working regularly at the Foothills campus.
Summary of Key Responsibilities (job functions include but are not limited to):
- Administrative Support to the Associate Dean:
- Provide executive administrative support to the Associate Dean, requiring a thorough knowledge of the Associate Dean's portfolio and program priorities
- Resolves issues and answers inquiries independently, redirecting as appropriate based on knowledge of the Associate Dean's Office
- Plan and organize schedules as related to administrative, research, and education responsibilities
- Accommodate meeting and engagement requests for the Associate Dean based on instructions and guidance, with the ability to identify urgent matters of high importance and distinguish issues to be delegated
- Provide administrative support for meetings: set-up meetings, book rooms, prepare and distribute agendas/meeting materials, record minutes, provide team members with information as required
- Ensures that the Associate Dean is informed of pertinent issues through executive briefings on decisions, operational issues, reports, etc. Briefs the Associate Dean on events and meetings; coordinate and organize the Associate Deans commitments by ensuring their calendar is reviewed in advance
- Provided with directions, compose complex and sensitive correspondence on behalf of the Associate Dean including letters of reference, CV updates, Annual Reports, and other written communications
- Make travel arrangements, and process travel expenses and credit card reconciliations for the Associate Dean
- General Administration:
- Front office reception duties including greeting and welcoming guests, providing a positive first impression of the Office, answering questions and directing, and notifying staff of visitor arrivals
- Create, process / submit travel expenses, credit card reconciliations and invoice payments/eProcurement
- Provide administrative support in organizing and set-up meetings, book rooms, prepare and distribute agendas/meeting materials, record minutes, provide team members a list of action items for current committees and other information as required. Be familiar with the use of room equipment and provide media support
- Under the direction of the ILGH's senior leadership team and personnel, provide administrative support for ILGH projects, programs and initiatives
- With a high degree of professionalism, liaise with internal and external personnel, departments, institutes and agencies in a courteous and pleasant manner, and identify and handle conflict in a sensible and professional manner
- Coordinate with IT and provide initial support for staff technology issues
- Administrative Onboarding of all office employees, students, and faculty staff, which is to include permissions, security, IT, mandatory EHS training, etc.
- Order office and kitchen supplies, as well as maintain the general office shared common spaces, kitchen, meeting rooms, photocopier, shredder to ensure overall cleanliness and organization
- Make travel arrangements for leadership and staff
- Assist with or provide back-up to process student and trainee travel
- Assist Business Manager with compiling quarterly, semi- and annual project reconciliations, performing routine analysis and collecting data
Qualifications / Requirements:
- Post-secondary diploma/ certificate with courses in area of business administration, as well as significant experience with emphasis on administration and organization
- At least 2-3 years experience in a similar administrator role in a complex, fast-paced environment with competing priorities and continual interruptions
- Political acumen to provide support and assistance on matters that are sensitive or complex in nature and require a high level of analytical skill, independence and initiative to execute
- Experience working in an office environment that requires strong interpersonal and communication skills to create and maintain professional collaborative working relationships with an acute understanding of positive customer service and business processes
- Ability to maintain composure under heavy workload, frequent interruptions and conflicting priorities
- Professional experience representing leadership with tact and discretion, strong oral and written communication skills, and the ability to engage effectively and sensitively with constituent from diverse cultural backgrounds and perspectives
- Experience managing dynamic calendars, and scheduling and coordinating large meetings and special events using a variety of technologies and online systems
- Experience with organizational and time management skills to set priorities and manage deadlines; multi-task and adjust priorities; adapt to many environments, directions, duties and competing demands as needs dictate
- Ability to work independently using initiative and good judgement
- Experience preparing complex travel arrangements and submit expenses, as well as processing invoice payments and credit card reconciliations
- Computer skills: MS Office Suite (Word, Outlook, PowerPoint, and Excel); as well as writing and editing skills to produce correspondence and other written materials that reflect high standards and professionalism. Preference for experience with university core systems including PeopleSoft and SharePoint
Application Deadline: June 5, 2025
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 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 Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
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.
