Job Description

Description

The

Department of Biological Sciences

in the

Faculty of Science

invites applications for a

Planning & Academic Support Assistant

. This Full-time Fixed Term position is for 6 months (based on length of grant funding), with the possibility of extension to a full year.


This position reports to a faculty member in the Departments Mathematics and Statistics and Biological Sciences within the Faculty of Science. The Planning & Academic Support Assistant provides planning, coordination, and administrative support for the supervisor's academic portfolio (research, teaching, and service) and associated lab or research group activities.


Work is primarily office-based on campus, with potential for some hybrid/remote work as approved. The role involves managing multiple concurrent tasks and deadlines, using project- and task-management tools, and frequent interaction (in person and online) with the supervisor and other internal stakeholders.


Workload peaks are expected around grant deadlines, academic reporting periods, and the start and end of academic terms. The position may occasionally require some flexibility in hours to meet critical or time-sensitive deadlines. The work is not typically hazardous but can be fast-paced and deadline-driven, requiring strong organizational skills and attention to detail.

Summary of Key Responsibilities

(job functions include but are not limited to):


Planning and Time Management

Work with the supervisor to organize established research, teaching, and service priorities into structured plans, including timelines, milestones, and task lists. Set up, maintain, and regularly update project and task boards (e.g., in ClickUp or similar tools), including deadlines, reminders, and status indicators. Monitor upcoming deadlines (e.g., grants, reports, academic milestones) and proactively flag items requiring attention.

Grant and Funding Support (administrative)

Monitor and compile information on relevant funding and grant opportunities, including key dates, eligibility, and basic requirements. Maintain a grant and funding calendar, ensuring internal and external deadlines are clearly documented and up to date. Assist with preparation of non-technical components of grant applications (e.g., timelines, checklists, standard forms and templates, gathering required administrative documents) in coordination with the supervisor and relevant University offices.

Financial and Lab Coordination Support

Maintain simple budget tracking spreadsheets (e.g., expenditures vs. available funds) for research and lab accounts as directed by the supervisor. Prepare summary reports of spending or budget status for the supervisor, and liaise with departmental or faculty business operations as needed. Assist with general lab or research group coordination, including scheduling meetings, preparing brief agendas or action lists, and organizing shared documents and records.

Communication and Documentation

Draft and edit basic internal correspondence, summaries, and planning documents for review by the supervisor. Maintain organized electronic filing systems for planning documents, grant information, and financial tracking files. Ensure that information, timelines, and action items are clearly communicated to the supervisor and updated regularly.

General

Maintain confidentiality of information related to research, funding, and personnel.
Contribute to a positive, respectful, and collaborative work environment

Qualifications / Requirements:

Completion of some post-secondary education (e.g., diploma or undergraduate studies) preferred; an equivalent combination of education and relevant experience will be considered. 1-2 years of experience in administrative, project coordination, or similar support roles is an asset. Strong organizational and time-management skills, with demonstrated ability to manage multiple tasks and deadlines. Proficiency with office productivity tools (e.g., word processing, spreadsheets, shared drives, online calendars). Comfort with, or willingness to learn, project- and task-management platforms (e.g., ClickUp, Trello, Asana, or similar). Excellent written and verbal communication skills, including the ability to summarize information clearly and professionally. High level of accuracy, attention to detail, and reliability. Ability to work independently with minimal supervision, while also collaborating effectively with the supervisor and other team members. Interest in working in an academic and research environment is an asset.
Experience with basic budgeting or financial tracking in spreadsheets is an asset.

Application Deadline:

December 24, 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 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.