Description
The Department of Medicine in the Cumming School of Medicine invites applications for an Administrative Coordinator, W21C. This Full-time Fixed Term position is for approximately 6 months (based on length of grant funding), with the possibility of extension.
The W21C Research and Innovation Centre is an initiative within the O'Brien Institute for Public Health at the University of Calgary. W21C's collaborative space and diverse team supports and enables health researchers to bring new ideas, prototypes, or health care innovations into the health care environment. W21C's aim is to make care better for our communities. One of W21C's primary goals is to attract and support multidisciplinary researchers, clinicians, industry partners, and patients and their families to collaborate on innovative approaches to improve patient safety and quality of care using state-of-the-art health services and research infrastructure.
Reporting to the Director, Research and Innovation of W21C, the Administrative Coordinator coordinates activities and administrative tasks with multiple internal and external stakeholders. The Administrative Coordinator experiences a high volume of work of varying complexity, often involving confidential issues. Work is driven by deadlines, and overtime may be required at times.
Summary of Key Responsibilities (job functions include but are not limited to):
- Develops, coordinates, and carries out administrative activities for the W21C Research and Innovation Centre
- Coordinates new hires, including setting up interviews, submitting required forms to human resources, and completing on-boarding for new employees and students
- Facilitates invoice payment through PeopleSoft, processing and tracking of project funds and coordinates financial aspects related to research projects
- Liaises with Research Accounting in regards to project changes and/or updates
- Coordinates W21C's monthly and quarterly project billing, including ad-hoc transfers as required
- Provides administrative support to the W21C Operations Team (i.e., Directors, Communications Team, Program Managers, Program Coordinators)
- Responsible for the coordination of the W21C office space and equipment (e.g., IT equipment)
- Responsible for W21C Team meeting coordination including scheduling, coordinating facilitators and presenters, agenda distribution, and logistical support on Zoom (or in person when possible)
- Sets up meetings and prepares and distributes materials as required
- Provides advisory, administrative, and logistical assistance to W21C staff
- Acts as a knowledge base for W21C team members and keeps knowledge resources and how-to guides up-to-date
- Responds accurately and professionally to correspondence, W21C email, and phone calls
- Responds professionally to in-person visitors to the W21C Research and Innovation Centre
- Supports gathering of documents, CVs, and other materials for grant applications as required
- Maintains office supplies
- Prepares and receives
Qualifications / Requirements:
- Post-secondary education and/or a combination of related experience and training
- Several years of demonstrated experience in an administrative role in the research or health care environment
- Well-developed knowledge and expertise in administration in a university or health care setting, particularly with researchers and research staff
- Experience writing policies and procedures, development of forms, development of databases an asset
- Knowledge of the University of Calgary processes and procedures; Experience with University of Calgary systems (i.e., Peoplesoft) is an asset
- Strong leadership, communication, organizational, problem solving, and interpersonal skills
- High level of flexibility and ability to adapt to changing workloads and priorities
- A fast learner, able to work independently with appropriate instruction and minimal supervision
- Makes decisions, problem solves independently
- Ability to receive direction, collaborate with others in setting goals, and work effectively in teams to achieve agreed upon goals
- Ability to communicate well with colleagues from various disciplines and external collaborators within a complex initiative
Application Deadline: June 18, 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.
