Description
Hunter's Hub within the President' Office invites applications for a Operations Coordinator. This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.
Reporting to the Senior Manager, Operations of the Hunter Hub, and working collaboratively with internal stakeholders and external partners, the Operations Coordinator will play a key role in ensuring the operational efficiency by supporting key administrative and financial processes for to the Hunter Hub in order to grow our impact in entrepreneurial thinking and innovation, delivering on the operational objectives set out in the strategy.
This position will be a in a fast-moving, innovative environment with a high volume of visible, complex work. There will be competing demands based on multiple deadlines and the position must communicate regularly with many stakeholders with a high degree of professionalism. Work hours are 8:30am-4:30pm; the position may occasionally involve flexible work hours (i.e. early mornings, weeknights, weekends) to accommodate Hunter Hub operational needs.
Summary of Key Responsibilities (job functions include but are not limited to):
Financial Administration
- Support the financial aspects of all Hunter Hub programming, events, and partnerships.
- Assess vendor or partnership contracts/agreements and set up new vendors.
- Reconciliation of program payments to vendors and/or participants.
- Facilitate & track program related payments.
- Complete payment process and funds transfers to vendors, participants, and/or partners.
- Administer all financial transactions for the Hunter Hub projects, including but not limited to student, vendor and network partner payments along with salary recoveries and transfers.
- Ensure the effective and timely tracking of all transactions in UCalgary's system.
- Monitoring partner spending, including collecting partner invoices, reviewing invoices, and ensuring all backup documentation is provided and organized.
- Reconciliation of department payment instruments & expenses.
- Complete salary recoveries and retro recoveries for staff members and submits recovery requests to research accounting.
- General project maintenance. (Activity Codes)
- General administration and submission of Hunter Hub team UCalgary credit card reconciliations and expense reimbursements, including the reconciliation of expenses and backup documentation.
- Risk identification and mitigation.
- Develop and maintain strong relationships with research accounting, procurement, IT and various other key internal groups.
Operational and Database Administration
- Manage the workflow and the smooth operations involved in coordinating the day-to-day operations activities of the Hunter Hub for Entrepreneurial Thinking.
- Work to establish best practices and support revisions of the Hunter Hubs systems and procedures, continually improving the effectiveness of the Hunter Hub, providing input on methods, scope, timing, and resources needed.
- Review, track and organize incoming/outgoing operational and financial correspondence to identify priority items, and respond to requests in a timely manner.
- 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).
- 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.
Qualifications / Requirements:
- A post-secondary certificate in Administrative Information Management, or a degree in business or a related field, is preferred. A combination of education and experience will be considered.
- Minimum of five years of experience in a finance-related role with progressively increasing responsibilities.
- Experience collaborating across multiple organizations is an asset.
- Proven ability to work effectively with diverse teams and stakeholders.
- Strong interpersonal skills with professionalism, diplomacy, discretion, and respect in all interactions.
- Ability to act decisively and exercise sound judgment.
- Strong written and verbal communication skills.
- Excellent organizational skills and attention to detail.
- Ability to work independently and prioritize in a dynamic environment.
- Time management skills to handle multiple, concurrent deadlines and tasks.
- Familiarity with the university environment, including research and administrative processes, is preferred.
- Advanced skills in Microsoft Excel are essential.
- Proficiency in Microsoft Word, Outlook, PowerPoint, and Adobe Acrobat is desirable.
- Experience with EFin and PeopleSoft is essential.
- Experience with Salesforce is an asset.
- Experience with process optimization and operational efficiency improvements is preferred.
Application Deadline: April 8, 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/Admin 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.
