Job Description

Position Overview

The Hunter Hub for Entrepreneurial Thinking within the Office of VP Research invites applications for an Operations Coordinator . This Full-time Fixed Term position is for approximately 24 months (based on length of grant funding), with the possibility of extension.

Created with a transformational gift from the Hunter Family Foundation in 2017, the Hunter Hub for Entrepreneurial Thinking is U Calgary's community innovation hub that transforms lives and economies through fostering entrepreneurial thinking in students, faculty and the community. Our mission is to create and support game-changing innovators and accelerate their ideas from conception to impact. Located in the Vice-President Research portfolio, the Hunter Hub contributes directly to the University of Calgary's strategic vision to be the most entrepreneurial university in Canada.

Reporting to the Executive Director of the Hunter Hub, and working collaboratively with internal stakeholders and external partners, the Operations Coordinator will work to build and operationalize the Hunter Hub in order to grow our impact in entrepreneurial thinking and innovation, delivering on the operational objectives set out in the strategy.

The Operations Coordinator is an essential and integral part of the Hunter Hub for Entrepreneurial Thinking. Success in this role is defined by independently and proactively coordinating efficient and effective operational oversight on financial, administration, and HR matters for the Hunter Hub and building and improving processes when necessary. The role requires a self-starter with outstanding organizational skills, judgement, accuracy and speed of delivery.

The Hunter Hub is a fast-moving, innovative environment with a high volume of visible, complex work. There will be competing demands based on multiple deadlines and the incumbent must communicate regularly with many stakeholders with a high degree of professionalism and judgement.

This is a 2-year full-time term AUPE position, with possibility of extension.

Work hours are 8:30am-4:30pm; the position may involve flexible work hours (i.e. early mornings, weeknights, weekends) to accommodate Hunter Hub operational needs.

The Operations Coordinator's primary purpose is to support the Hunter Hub for Entrepreneurial Thinking through reconciling regular operational financial transactions, managing the Hunter Hub budget, recommending solutions when financial restrictions arise, and managing other day-to-day administrative responsibilities, including maintaining the Collision space and other infrastructure needs that are required for the Hunter Hub and its programming to run smoothly and efficiently. The incumbent will be an ambassador for the Hunter Hub therefore the ability to communicate professionally and effectively with internal stakeholders at all levels of the institution, as well as with various external stakeholders, is critical to the success of the role.

As a member of the Hunter Hub for Entrepreneurial Thinking operations team, the Operations Coordinator deals with confidential materials, and requires the ability to exercise considerable discrimination, judgement and independent thought concerning the effective management of information.

Position Description

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

Financial Administration

• Manage the Hunter Hub budgets including quarterly reconciliation, annual reports, and other budgetary needs.
• Establish new projects; set up new vendors
• Facilitate fund transfers
• Risk identification and mitigation
• Work closely with the VP Research office to ensure finances that are used towards the mandate of the Hunter Hub are compliant; Develop and maintain strong relationships with research accounting, procurement, IT and various other key internal groups
• Complete salary recoveries and retro recoveries for staff members and submits requests to Research accounting
• Manage encumbrances for the Hunter Hub
• Develop and review budgets for the different areas of the Hunter Hub, responsibilities include, but not limited to:

• Generating reports as requested
• Flag revenue shortfall for programs or projects
• Generate options for how to overcome shortfalls with Executive Director
• Work with Fund Development as required to fundraise corporate or other revenue
• Coordinate financial compliance
• Prepare invoices and facilitate the reconciliation process
• Support the development of (and execution for) vendor contracts (i.e., ensure deliverables are met including payments)
• Support the financial aspects of all Hunter Hub programming and partnership (e.g. vendor or partnership contracts, fund transfers related to programming, etc.)
• Continually manage multiple, shifting priorities and ensure that deadlines and commitments are met with accuracy and professionalism

Operational Administration

• Manage the workflow and the smooth operations involved in coordinating the Hunter Hub team calendar and the day-to-day operations activities of the Hunter Hub for Entrepreneurial Thinking
• Work to establish best practices and write SOPs to continually improve the effectiveness of the Hunter Hub, providing input on methods, scope, timing, and resources needed for improvement
• Oversee maintenance of infrastructure and space needs; coordinates IT and other equipment setup/maintenance/refresh as appropriate; Keep inventories up-to-date and order supplies
• Review, track and organize incoming/outgoing operational and financial correspondence to identify priority items, and respond to requests in a timely manner
• Support HR administration (i.e. entering Job Opening or Job Change Requests etc.) and onboarding of new staff (i.e. IT set-up)
• Interact frequently and independently with senior administrative staff and key stakeholders to coordinate activities central to the Hunter Hub team mandate
• Provide other administrative support; within a team environment, for assigned projects (support events and/or reception as needed)

Database Administration

• Create, maintain and update file systems and/or databases for information as needed; ensure team members are keeping their records up-to-date and shared drives organized
• Prepare and present regular status reports, dashboards, analytics and other documentation; provide timely and accurate information and updates to leadership

Qualifications / Requirements:

• A post-secondary certificate in Administrative Information Management or a degree in business or a related field is preferable. A combination of education and experience will be considered
• Minimum 5 years experience in a position with finance related accountabilities and a demonstrated increase in responsibilities over that period
• EFin and PeopleSoft experience is essential
• Experience collaborating and working amongst multiple organizations is an asset; Proven ability to work collaboratively with team members from a variety of disciplines is essential
• Strong interpersonal skills, with demonstrated professionalism and diplomacy, discretion, courtesy and respect in all interactions
• Ability to act decisively and to exercise a high degree of initiative and sound judgment
• Strong written and verbal communication skills are a necessity
• Advanced skills in Microsoft Excel is essential
• Advanced skills in Microsoft Word, Outlook, PowerPoint, Access (and other database management programs), Adobe Acrobat, internet skills (e.g. Drupal 8), and the ability to acquire a high-level understanding of the university business systems are desirable
• In-depth knowledge of the University of Calgary processes and procedures is desirable
• Excellent organizational skills with strong attention to detail
• Ability to work independently and set priorities in a complex environment

Application Deadline: September 20, 2022

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 3.

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

The University of Calgary is Canada's leading next-generation university - a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation's most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada's top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. 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 ( ).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.