Job Description

Description

The

Alberta Children's Hospital Research Institut

e in the

Cumming School of Medicine

invites applications for a

Administrative Assistant

. This Full-time Fixed Term position is for approximately 20 months (based on length of grant funding), with the possibility of extension.


The Alberta Children's Hospital Research Institute (ACHRI) brings together a large, diverse group of scientists, medical experts and trainees in the pursuit of a common goal; the discovery and development of new, improved ways to improve the health outcomes for children. With tremendous support from the Alberta Children Hospital Foundation (ACHF), the University of Calgary and Alberta Health Services (AHS), ACHRI creates and implements unique research and educational programs in support of its 370+ members and their trainees. Located in the Cumming School of Medicine (CSM) at the University of Calgary, ACHRI draws its members from numerous faculties and departments across campus.


Reporting to the Manager, Business Operations at the Alberta Children's Hospital Research Institute (ACHRI), this position provides administrative support to the Institute and its operating teams.

Summary of Key Responsibilities

(job functions include but are not limited to):


Administrative Support

Draft routine correspondence and assist in preparing general documents for the Institute, including communications, internal updates, meeting materials, and other administrative content as needed Prepare and receive courier packages, collect and distribute mail, and respond to correspondence when appropriate Maintain up-to-date filing systems and archive files as required Order supplies and provide basic maintenance for printers Manage supply orders and upkeep for Institute common areas such as the Oasis (kitchen), meeting rooms, and storage areas Handle room booking requests and ensure spaces are prepared and ready for meetings and events Perform data entry and validation tasks Contributes to the effectiveness of the ACHRI team through accurate, timely, and professional administrative support Provide professional and courteous assistance to visitors, research participants, faculty, and staff Respond to inquiries in a timely and friendly manner, ensuring complete and competent support in all situations Demonstrates awareness of ACHRI's role within the Cumming School of Medicine and the University of Calgary, and how administrative support contributes to broader institutional goals Collaborate with other administrative assistants to provide cross-team support as needed Acts as backup for other ACHRI administrative roles as needed, including support for event coordination, meeting scheduling, travel arrangements, and other operational tasks

Financial Administration

Prepares and submits payment requests, requisitions, expense claims, corporate card reconciliations, Inter-Departmental Billing (IDB), and journal corrections Support project maintenance tasks for Institute members, including new project requests, extensions, and closures Track information and update databases for projects and programs as required

Operational Coordination

Coordinate requests related to space and infrastructure, including office moves and ordering furniture or equipment Maintain electronic access records and key requests for the Institute

Human Resources and IT Support

Support onboarding and offboarding processes for staff Manage computer and technology inventory, including ordering and tracking equipment May provide informal guidance to new administrative staff or trainees on processes and procedures

Qualifications / Requirements:

2 - 4 years experience in a university, or comparable setting, preferably within a research environment Strong written and verbal communication skills are a necessity Proven ability to work independently with a high level of accuracy Proficiency in technical systems, including Microsoft Office Suite and PeopleSoft, with the ability to quickly learn and adapt to new software and digital tools as needed Strong interpersonal and organizational skills The ability to multi-task and effectively work with all levels in the organization, dealing with tact and diplomacy in all situations High level of understanding of and capability in office administrative practices Ability to retain knowledge of a variety of informational resources and requirements An understanding of grant processes and deadlines would be an asset Previous experience in a clinical or academic research environment including working with graduate student programs and post-doctoral fellow programs would be an asset

Application Deadline:

January 21, 2026

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 ii' taa'poh'to'p 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.


The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.

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 (

oic@ucalgary.ca

) and requests for accommodations can be sent to People & Culture (

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.