Description
The Department of Economics in the Faculty of Arts invites applications for a Project Administrative Coordinator. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension for additional 3 years upon evaluation of performance after 1 year.
The Energy Modelling Hub (EMH) is a pan-Canadian initiative led by the Institut de l¿énergie Trottier (Polytechnique Montréal), the Institute for Integrated Energy Systems (University of Victoria), York University, and the University of Calgary. EMH bridges the gap between energy modellers, policymakers, and stakeholders to support evidence-based decision-making for Canada's energy transition. By curating robust models, convening national and regional dialogues, and facilitating knowledge exchange, EMH fosters collaboration and innovation to address the unprecedented challenges of climate change and energy system transformation.
Starting in April 2025, the University of Calgary represented by Dr. Blake Shaffer as Principal Investigator will be the primary recipient of funding contribution from Department of Natural Resources of Canada. The limited term fulltime Administrative Coordinator will be tasked with providing comprehensive administrative support to Dr. Shaffer to facilitate the successful completion of the project. This position will be based on campus and physical presence in the office will be expected throughout the entirety of employment.
The Administrative Coordinator will provide essential administrative support to EMH's leadership team, focusing on grant reporting, financial administration, and general operational support. This role will help ensure that EMH meets its grant funding requirements, manages funds transfers efficiently, and supports ongoing grant applications. Additionally, the Coordinator will assist with event logistics, internal record-keeping, and administrative tasks to keep EMH running smoothly. This is an excellent opportunity for someone looking to gain experience in non-profit administration, grant management, and event coordination while contributing to Canada's energy transition.
Summary of Key Responsibilities (job functions include but are not limited to):
Grant Administration & Financial Coordination:
- Support the preparation and submission of grant reports, tracking deadlines and ensuring compliance with funding requirements.
- Coordinate project administration tasks including milestone and financial reporting and processing with central University teams including, but not limited to finance, legal, and research operations.
- Assist in managing funds transfers, expense tracking, and financial reporting for EMH's grant-funded activities.
- Maintain up-to-date records of funding agreements, expenditures, and reporting schedules.
- Coordinate with EMH's financial team to ensure proper documentation and alignment with funders' requirements.
Grant Application Support:
- Assist in compiling and organizing supporting materials for grant applications.
- Track upcoming funding opportunities and application deadlines.
- Support the development of budgets and financial justifications for grant proposals.
- Help draft administrative sections of grant applications as needed.
Event & Logistics Support:
- Provide logistical support for events, conferences, and webinars, including scheduling, registrations, and venue coordination.
- Assist in travel arrangements, reimbursements, and invoice processing for speakers and participants.
- Prepare materials such as agendas, attendee lists, and briefing notes for EMH meetings and events.
General Administrative Support:
- Maintain and organize files, records, and internal databases related to EMH's funding and operations.
- Support scheduling and calendar management for key EMH initiatives.
- Assist with administrative tasks such as email correspondence, document formatting, and report preparation.
- Provide additional support to the Executive Director and EMH leadership team as required.
Qualifications / Requirements:
- Diploma or Bachelor's degree in business administration, finance, public administration, or a related field.
- Experience in administrative support, financial coordination, or grants management would be a strong asset.
- Strong attention to detail and organizational skills.
- Basic understanding of financial processes such as expense tracking, forecasting, budgeting, or grant reporting.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Demonstrated ability to work independently to meet tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines.
- Strong written and verbal communication skills.
- Excellent interpersonal skills.
- Ability to work independently while also supporting a team.
Application Deadline: April 4, 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 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.
