Description
The Office of Indigenous Engagement within the Provost & VP Academic invites applications for an Indigenous Administrative Coordinator. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.
The Indigenous Administrative Coordinator, Parallel Path, reports to the Project Manager, Indigenous Research & Training, is accountable to the Indigenous Lead, and works in collaboration with the One Child Every Child Indigenous Parallel Path Team.
The Indigenous Administrative Coordinator, Parallel Path will be an expert in project and event coordination and administration, ensuring timely processing and execution of administrative, academic and operating activities. The Administrative Coordinator will have exceptional spoken and written communication skills, and be able to plan, organize, and conduct day-to-day activities independently.
While the work is primarily from 8:30 am to 4:30 pm, there will be activities to be addressed outside of these work hours, including evening and, on rare occasions, weekends. The work will involve multiple demands; thus, coordination and prioritization of activities will be a significant demand of the position.
The incumbent will act as a resource to the team and colleagues to foster positive outcomes and success. Work requires the management of competing, conflicting and shifting priorities with satisfactory outcomes for all involved; impact of decisions are within the Faculty/University, and/or its programs and services. The incumbent will manage multiple projects simultaneously with competing deadlines. While providing administrative coordination and support, the Indigenous Administrative Coordinator will often be called upon to exercise independent judgment within these established guidelines.
The Indigenous Administrative Coordinator works in an environment where there is confidentiality, ambiguity, continuous change, and shifting priorities.
The primary purpose for the Indigenous Administrative Coordinator, Parallel Path is to provide event, meeting, and operational support to the Indigenous Lead and the One Child Every Child Indigenous Team and facilitate general incoming and outgoing inquiries. The Indigenous Administrative Coordinator plays a key role in supporting the Indigenous Project Manager, the Indigenous Lead and the Indigenous Team projects and events. The Indigenous Administrative Coordinator is the first point of contact responsible for liaison with internal and external stakeholders. The Indigenous Administrative Coordinator supports the Indigenous Lead as needed. The Indigenous Administrative Coordinator will assist the Indigenous Project Managers with internal and external communications, annual events, initiatives and publications.
Summary of Key Responsibilities (job functions include but are not limited to):
- Provide efficient, effective and comprehensive administrative support and schedule management for the Indigenous Lead and for members of the Indigenous Parallel Path team and various One Child Every Child committees as needed.
- Back-up support may be additionally required to the Indigenous Ways of Knowing (IWoK) Accelerator Team members.
- Create initiatives that support the strategic activities for the Indigenous Path, assists in achievement of consensus for important changes, and coordinates resources.
- Create onboarding and support tools for new Indigenous-led researcher and Indigenous Path employees.
- Support the development and implementation of strategic plans by coordinating meetings, preparing reports, and tracking progress of various initiatives.
- Maintain and manage communication between faculty, staff, students and external stakeholders involved in research projects, ensuring that all necessary information is disseminated effectively.
- Assist in the preparation of documentation and presentations for planning sessions, including data analysis and trend reporting to support decision-making.
- Manage logistical arrangements for events and workshops related to strategic research initiatives, ensuring all aspects meet quality standards.
- Conduct research on best practices and trends in the field of academic research administration and strategic planning.
- Create and distribute agendas and records minutes at One Child Every Child Parallel Path team meetings, various One Child Every Child committees, and other meetings as required.
- Back-up administrative support may be additionally required to the Indigenous Ways of Knowing (IWoK) Accelerator Team members and researchers supported by the OCEC Indigenous Team.
- Provide solutions to problems based on experience and existing practices or procedures.
- Utilize expert communication skills to deliver information within team.
- Coordinate and organize travel arrangements for faculty and visiting lecturers, including transportation, itineraries, accommodations, and completing all necessary forms and requisitions for funding as relating to Parallel Path events and initiatives.
- Maintain and order office supplies necessary to conduct regular business.
- Support administrative tasks related to grant writing including data entry and editing support for the OCEC Indigenous Team and Indigenous researcher scholars.
- Act as the primary contact for Indigenous One Child Every Child catering and event logistics for Parallel Path events and Indigenous team joint initiatives.
- Act as the first point of contact for Parallel Path and general Indigenous team inquiries.
- Initiate, review, submit and reconcile expense claims to appropriate funding sources.
- Responsible for overseeing and maintaining the overall administrative operations for the Parallel Path.
- Support priorities of the One Child Every Child Indigenous Parallel Path Team on a broad spectrum of projects and tasks including coordinating award applications, liaising with internal and external officials.
Qualifications / Requirements:
- Undergraduate degree in business and experience in an academic environment preferred, or equivalent experience.
- 5 years of administration experience with emphasis on decision-making and highly developed organizational skills.
- In-depth understanding of ii' taa'poh'to'p, and its key concepts, particularly Parallel Paths, ethical space, and transformation.
- Demonstrated expertise in executive level meetings including setting agendas, recording decisions, and meeting minutes.
- 1 year experience in a health/medical research or University environment is an asset
- Ability to anticipate needs, plan, organize, coordinate, and perform work with minimal direction, and supervision.
- Superior interpersonal and communication skills required in dealing with a range of situations, which may include complex, sensitive, and confidential issues.
- Develop and maintain a respectful and positive working relationship with Elders, Knowledge Keepers, Community Organizations, University staff, and One Child Every Child collaborators.
- Experience with project management software and databases.
- Familiarity with research administration processes and funding mechanisms.
- Knowledge of strategic planning frameworks and methodologies.
- Must demonstrate professionalism, discretion, courtesy, and respect in all interactions with internal and external clients creating a positive image for the University.
- Ability to operate within a complex, multi-faceted work environment and be a strong team player.
- Capable of managing priorities to meet multiple demands and pressures.
- Must have demonstrated ability to provide a consistent high level of service.
- Proficient in Microsoft applications (Word, Excel, Access, PowerPoint and Outlook Mail and Calendar) and the ability to learn core university business systems (e.g. PeopleSoft).
- Ability to work independently, while supporting the Indigenous Team priorities and to collaborate with One Child Every Child members in setting goals and work effectively to achieve agreed upon goals.
- Understanding and compliance with relevant University and Governmental privacy and confidentiality.
- Understanding of University, and of One Child Every Child's mission, values, and plans.
- Knowledge and understanding of the policies and protocols of the University of Calgary, Cumming School of Medicine, Alberta Children's Hospital Foundation, Alberta Health Services would be an asset.
Application Deadline: April 11, 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.
