Description
Research and Administrative Services within the Faculty of Science is currently seeking a Full-time Regular Operations Administrator.
The Faculty of Science, Operations Administrator reports to the Manager, Administrative Services with strong accountability to the Director of Operations, the Director of Student Experience, and the Manager Infrastructure and Space Management. This position is responsible for executing administrative requirements in a fast-paced, dynamic team environment with rapidly changing priorities that requires the ability to adapt quickly, with a service-oriented mindset. This role requires exceptional judgement, critical thinking and professionalism to address complex issues.
The Operations Administrator works a standard 35-hour work week; however, occasional evening or weekend hours may be required.
Summary of Key Responsibilities (job functions include but are not limited to):
Administrative Support for the Directors (60%)
- Support the execution of operational initiatives and projects within the Operations and/or Student Experience portfolios.
- Monitor and assist with triaging inquiries, requests, and documentation coming to the Director's office. Assess and triage requests to determine urgency, scope, and appropriate next steps. Route requests to the appropriate Director, internal or external unit areas, ensuring timely follow-up.
- Strategically manage calendars, schedule meetings anticipating and preventing conflicts by proactively planning and assessing situations well in advance. Coordinate logistics for appointments (such as. ensuring all information is provided in advance, meeting room technology is ready, etc.
- Coordinate and provide administrative support to ensure that the day-to-day and planned activities within the portfolio meet deadlines, align with Director priorities, and are completed in a timely, accurate and professional manner.
- Draft, proofread and edit, reports, presentations, and various forms of correspondence with an extremely high level of speed, accuracy and professionalism, ensuring completeness and accuracy of documents.
- Work closely with the other administrative support personnel to manage the daily operations.
- Oversees the end-to-end process for administrative and teaching technology assets, including ordering, tracking, distribution, and disposal, while maintaining accurate inventory records such as asset tags and warranty details in coordination with IT Services and institutional procedures.
- Track, prepare, and report on monthly Purchasing Card and Travel and Expense Card reconciliations.
- Undertake and implement continuous development and streamlining of administrative processes and procedures to assist with day-to-day complex tasks.
- Participate in receiving and entering various work requests.
- Maintain and organize records, databases, and confidential information on according to Faculty of Science processes and FOIP and document retention rules.
- Provide administrative support such as printing, scanning, shredding, room bookings, supply ordering and maintenance.
- Organize travel arrangements.
Administrative Support for the Infrastructure and Space Management team (40%)
- Serve as the first point of contact, and assess and triage requests to determine urgency, scope, and appropriate next steps. Route requests to the appropriate internal or external service areas (e.g., Facilities Management, IT, contractors), ensuring timely follow-up.
- Update and monitor comprehensive project tracking tools, dashboards, and documentation to monitor projects across their full lifecycle‿from request to completion (including progress, financials, milestones, and deadlines.
- Assist with maintaining accurate space utilization records.
- Faculty Reception and Administration
- Act as backup point of contact for guests and visitors to the Faculty of Science office, triaging visitor inquiries, answering the phone, item distribution, and greeting and escorting in-person guests, maintaining the kitchen area in the Faculty office, closing the Faculty office daily, ensuring security doors are closed and locked at the end of the day.
Qualifications / Requirements:
- A completed certificate or diploma in Business, Office Administration or related field, an undergraduate degree or a minimum of 5 years of experience in senior administrative with an emphasis on supporting teams.
- Experience working in a large, dynamic organization with proven personal effectiveness, high productivity, professionalism, and a positive, collaborative and team-focused mindset.
- Ability to communicate effectively with a wide range of audiences and stakeholders including students, staff, faculty, internal and external partners, vendors, and members of the public while maintaining confidentiality.
- Ability to think critically, exercising good judgement, professionalism and discretion.
- Demonstrated ability to be resourceful, innovative, flexible and work independently to tight timelines while maintaining a high level of attention to detail.
- Ability to triage effectively and handle overlapping priorities.
- Advanced computer skills including MS Office Suite (Teams, SharePoint, Word, Outlook, PowerPoint, and Excel). Previous experience with PeopleSoft MS Planner, Adobe Acrobat Pro, and MS OneNote is an asset.
- Knowledge of university policies and procedures associated with the portfolio supported is an asset.
Application Deadline: July 13, 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 3.
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.
