Job Description

Description

The

CSM Legal

in the

Cumming School of Medicine

invites applications for a

Legal Administrator

. This Full-time Fixed Term position is for approximately 18 months (based on length of grant funding), with the possibility of extension.


This position reports to the Senior Legal Counsel, CSM Legal.


This position is primarily responsible for the overall senior administrative functions of contract intake and execution processes for CSM Legal, including contract classification, data entry, , scanning, photocopying, sending emails, obtaining signatures, preparing and receiving courier packages for execution.


This position has a key responsibility to respond accurately and professionally to general telephone, email, and in-person inquiries and requests about contract intake, contract execution or the general operations of CSM Legal.


This is a full-time term position with normal work hours and allowing a balance of work from home and required in-office hours.

Summary of Key Responsibilities

(job functions include but are not limited to):

Provide administrative support to, and perform additional tasks, as assigned by the Senior Legal Counsel or their supervisor, the Associate Dean (Clinical Trials) Assess contracts quickly and efficiently to assist in assignment to appropriate contract specialists and lawyers as well as completing associated data entry Manage the execution of research contracts through Adobe, scanned wet ink and original ink ensuring all required signatures are obtained Complete all required documentation for the transmission of files to finance Coordinate executed contracts to all parties (AdobeSign, Contract Management System, courier, email) Ensure all legal communication and documentation has been filed in accordance with CSM Legal procedures Ongoing administration of shared inbox and provide timely responses to inquiries via email and phone Evaluate urgent execution requests by adhering to execution protocol Interpret trends or patterns in internal and external signatories to balance business needs while monitoring outstanding contracts Prepare and run daily, weekly, and monthly reports related to CSM metrics as requested Acquire and analyze data from multiple sources to make recommendations to key stakeholders Provides administrative support for other staff within CSM Legal Receives and responds to inquiries (phone, email and in person) from internal and external stakeholders regarding team functions Uses discretion to modify work practices and processes to achieve results or improve efficiency Ability to complete work with a limited degree of supervision Other related duties as required by the Senior Legal Counsel

Qualifications / Requirements:

Post Secondary Certificate/Diploma/Degree in medical or legal secretarial/administrative (or equivalent certificate so long as the experience requirement is met). Minimum high school diploma required Minimum 2 years of related administrative experience in a law firm, in-house legal office or other similar employment where administering a high volume of contracts/files as a core task is required Demonstrated expertise working with various computer programs including MS office as well as Adobe Acrobat is required Experience with AdobeSign software would be an asset Excellent communication and customer service skills are essential High level of attention to detail is required Ability to prioritize, coordinate and organize multiple priorities in a fast-paced environment Must be able to maintain strict confidentiality A positive attitude and the ability to work independently as part of a team are critical to success Must be open to learning and development, and be willing to accept new challenges and assignments

Application Deadline:

July 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 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.