Job Description

Description

The

Office of the Provost and Vice-President (Academic)

is currently seeking a Full-time Limited Term

Executive Assistant and Coordinator

for approximately 2 years.


The Executive Assistant and Coordinator, Portfolio Initiatives, Deputy Provost is a key administrative and strategic support role within the Office of the Provost and Vice-President (Academic). Reporting directly to the Executive Director and working closely with the Deputy Provost, the EA and Coordinator provides senior-level executive assistance while supporting the coordination and delivery of strategic initiatives and governance activities across the Deputy Provost's portfolio.


This position requires exceptional organizational, communication, and project coordination skills, with the ability to manage complex schedules, support cross-functional teams, and contribute to the advancement of institutional priorities such as quality assurance, academic budget transformation, space planning, and governance operations. The Coordinator also plays a vital role in supporting the broader Provost Team, contributing to a collegial, inclusive, and high-performing work environment.

Summary of Key Responsibilities

(job functions include but are not limited to):

Executive Support and Office Coordination

Provide comprehensive executive assistance to the Deputy Provost, including calendar management, meeting preparation, correspondence, and travel coordination. Ensure the Deputy Provost is well-informed and prepared for meetings, events, and emerging issues of importance and sensitivity. Prepare documents, reports, and presentations that are polished and error-free. Maintain confidential records and files, including archiving and secure document management. Collaborate with Coordinators, Executive Assistants and members of the Provost Office Team to ensure seamless coordination across the office. Participate in Provost Support Team and Senior Support Team meetings. Provide cross-coverage and backup support for other members of the Provost Support Team as needed.

Strategic Initiative Coordination

Support the coordination and tracking of strategic initiatives led by the Deputy Provost, including: + Quality assurance and institutional effectiveness: assist with unit reviews, curriculum reviews, accreditation activities, and compliance with frameworks such as Campus Alberta Quality Council (CAQC).
+ Budget and resource allocation: coordinate meetings and documentation related to budget planning and resource allocation models.
+ Academic space planning: manage requests; provide administrative support for oversight of academic facilities.
Assist with the development and monitoring of project timelines, deliverables, and communications related to academic planning and institutional partnerships.

Governance and Committee Management

Coordinate governance-related activities, including committee scheduling, agenda development, minute-taking, and follow-up on action items. Support the development and implementation of academic policies and frameworks that promote innovation, equity, and excellence. Maintain accurate records of committee decisions and ensure alignment with institutional timelines and regulatory requirements. Liaise with committee chairs, members, and administrative units to ensure effective communication and coordination.

Data and Documentation Coordination

Coordinate data requests and ensure timely collection and distribution of relevant information to support decision-making. Track and manage documentation related to academic planning, governance, and strategic initiatives. Assist in the preparation of reports, dashboards, and presentations that communicate progress and outcomes. Maintain organized and accessible records to support transparency and institutional effectiveness.

Administrative Excellence

Demonstrate professionalism, discretion, and cultural awareness in all interactions. Maintain accurate contact databases and manage data and file systems (e.g., UCLASS, PeopleSoft). Adjust work schedules to meet multiple demands and pressures, exercising excellent time management and judgment. Work independently and proactively to fulfill tasks and develop efficient processes. Coordinate meetings and events, including scheduling, booking rooms and equipment, catering, and travel arrangements.

Qualifications / Requirements:

A post-secondary degree or diploma in a relevant field; a university degree is preferred. Minimum 5 years of experience in executive support or academic administration, preferably in a post-secondary environment. Minimum 3 years of experience in project coordination. Significant administrative experience with emphasis on decision-making, discretion, and organizational excellence. Superior oral and written communication skills, with attention to detail and professionalism. Demonstrated ability to work independently and collaboratively in a fast-paced, dynamic environment. Proficiency with Microsoft Office, collaborative tools (e.g., Teams, SharePoint), and university systems (e.g., PeopleSoft, UCLASS).

Application Deadline:

October 21, 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 classified in the

Operational and Administrative Support Career Band, Level 4

of the Management and Professional Staff Career Framework.


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.