Job Description

Position Overview

The Offices of the Provost is currently seeking a Full-time Temporary Relief Administrative Coordinator for approximately 16 months.

This individual is the first point of contact for the university\'s leadership team whether in person, by email or by phone. The President, Provost, and other members of the executive office meet with politicians, diplomats, business, educational and community leaders on a regular basis, the Administrative Coordinator must act with professionalism and confidentiality, as necessary. However, this position is responsible for much more than the role of receptionist, it has many technical requirements including proficiency with university tools such as Peoplesoft, Microsoft Office Suite, etc. The Administrative Coordinator overseas the logistics related to meeting rooms in the executive office, supply management (including working with vendors), and other duties critical to smooth operations in the office.

The Administrative Coordinator reports to the Executive Director in the Office of the Provost and performs a critical function in the executive office at the University of Calgary. The nature of the work often includes multiple simultaneous deadlines and fast turn-around times. Clear knowledge of university-wide policies and practices and the complexities of the university\'s organizational structure are required. This position is required to be on campus.

Using strong communication skills, this position, a "Director of First Impressions", uses in-depth knowledge of the University of Calgary to interpret questions and make referrals to the appropriate people and resources, both within the executive office and the campus at large. In addition to the reception role, the incumbent must balance other duties in a timely fashion, this can be challenging in the fast-paced environment where there are many interruptions. Other duties include the logistics of managing an office of over 75 people and assisting the Provost\'s Team with various tasks.

Position Description

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

• Greet visitors and guests for occupants of the executive office (approx. 75 people) including members of the executive leadership team, providing courteous and professional service
• Assist with all aspects of scheduling and organizing meetings and special events including: room bookings (for 7 meeting rooms) including the on-line approval of room bookings, as well as set-up and clean-up of meeting rooms on the main floor of the executive office, ordering food, organizing setup of com/media equipment if required, preparation of room including audio-visual system, and assembling meeting packages
• Act as main contact for catering deliveries within the executive office, however, main responsibility for catering will be for the meeting rooms on the main floor
• Respond quickly and efficiently to last minute scheduling changes including room bookings and logistics
• Liaise with other service units (i.e., printing services, materials management, IT support services) ensuring needs of the office are being met
• Ensure all security protocols for the office are followed to mitigate risk of any breach of conduct or behavior
• Responsible for general security for the executive office including coordinating security access requests, security access passes to the office and washrooms, as well as the management of keys and their distribution within the executive office
• Responsible for maintaining general office supplies (make orders, track, and distribute stationary for general office supply)
• Reconcile general fund purchases (including materials and supplies)
• Assist with office projects (e.g. large-scale copying and binder projects)
• Coordinate kitchen clean-up and supplies for the main floor kitchen, including recycling, coffee supply, and dishwasher, and act as liaison with external suppliers
• Effective and efficient execution of general office duties including mail/fax distribution and receiving/sending courier shipments
• Maintain effective filing and records system including both paper and electronic formats
• Maintain up-to-date databases and email distribution list(s)
• Assists with weekly expense report management, experience with University of Calgary expense policies, procedures, and compliance process is an asset

Qualifications / Requirements:

• Post-secondary education in the field of office administration is required such as a diploma with at least two years of experience working in a busy c-suite executive office
• Strong English language oral, written, and communication skills, and a demonstrated ability to interact professionally with a wide range of internal and external contacts required
• Advanced skills in all Microsoft Office programs and other software, especially mailman list management, and Peoplesoft (including accounts payable and expense management, and P-card management and reconciliation) required
• Ability to utilize technology including video conferencing (including Zoom, Skype, and Microsoft Teams), digital projectors, and Smart boards, etc. and teach others how to operate available technology in meeting rooms required
• Proven track record as someone who can be tactful, friendly, and able to deal with confidential matters in a professional manner
• Ability to focus, prioritize, problem solve, and multi-task while working in an open, busy area with regular interruption and distraction
• Must demonstrate punctuality and regular attendance
• Ability to handle stressful situations and changing priorities
• Ability to work independently on specific projects and assignments; identify and respond to priorities of the office; ensure that responsibilities are met within set deadlines

Application Deadline: September 27, 2023

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 2.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our .

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

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 . today at the University of Calgary. For more information, visit .

The University of Calgary has launched an institution-wide in line with the foundational goals of , 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 ( ) and requests for accommodations can be sent to Human Resources ( ).

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.

University of Calgary