Description
The Hotchkiss Brain Institute in the Cumming School of Medicine is currently seeking a Full-time Regular Logistics Coordinator.
The Hotchkiss Brain Institute (HBI) Coordinator, HBI Logistics reports operationally to the Institute Director and administratively to the Senior Manager, Business and Operations, HBI.
The Coordinator, HBI Logistics will be required to work independently in a highly professional role to support the activities of the Institute Director and the HBI administrative office. For the administrative and organizational operations of the HBI, the Coordinator, HBI Logistics will serve as a resident expert on the activities of the HBI and coordinate their work with that of other HBI staff members. Effective, ongoing communication and collaboration with HBI staff, HBI leadership and HBI faculty members and their trainees at the University of Calgary is required. Frequent interactions take place with university faculty, staff, external clients, and stakeholders.
The Coordinator, HBI Logistics may act on behalf of the Director, including written and oral correspondence with senior university representatives and external agencies, including donors. As such, the incumbent requires a high degree of professionalism, familiarity of both the HBI's mission and research priorities, exemplary communication skills, and the ability to assess and solve problems with sound judgment. This position is expected to make key decisions and operate independently, with appropriate discretion.
Summary of Key Responsibilities (job functions include but are not limited to):
Leadership:
- Periodically provides backfill support for other Senior Managers, e.g. during absences and assists with projects undertaken by the core HBI office staff
- Positive and mutually beneficial relations with fellow staff and HBI members are developed and maintained
- Ensures a high degree of confidentiality and demonstrates discretion, professionalism, and good judgment when dealing with sensitive matters
- Full cycle managerial discretion for direct reports, including but not limited to recruitment, onboarding, performance management, and discipline up to and including termination
Program and Project Management:
- Develop, implement and lead a diversity of projects to a timely completion. Projects may require research and synthesis of complex data into reports for diverse audiences, including senior leadership and governance boards
- Work collaboratively on team projects and self-directed independent projects
- Proactively undertakes planning and management activities to support the Hotchkiss Brain Institute management team in the effective and timely development, monitoring and reporting of annual portfolio performance priorities, budgeting, and other key management team accountabilities
- Includes coordination with the HBI Operations manager to develop and disseminate financial reports
- Leads the Administrative Mentorship program, directly training all new Administrative Support Staff and ensuring new staff are properly onboarded while providing continuous mentorship support
Communications and Community Outreach:
- Proactive in communicating and sharing information with all appropriate internal and external constituencies and able to make judgment calls based on experience
- Ensures that all written communications originating from the Hotchkiss Brain Institute and on behalf of the Director demonstrate a high degree of professionalism
- Establishes and maintains collaborative and positive relationships with staff and other units on campus and diverse constituencies off campus, including private and public sector organizations, as well as local, provincial and federal agencies
- Manage both the HBI Executive Committee and the Strategic Advisory Board - providing clear communication and support to all members of the board in relation to their HBI duties
- Leads a variety of events, with at least two HBI large events a year, involving visiting speakers and hosting their stays in Calgary
- Ensures that the Director, as well as Senior Leadership is well informed regarding event logistics such as itineraries, venues, and meeting participants. Works proactively to ensure that all supporting information is gathered and reviewed in advance so they are fully prepared
Administration and Operations:
- Provide administrative support to the Hotchkiss Brain Institute Director including strategic calendar management, follow up on action items, and event briefing
- Strategically manages the calendar of the Director (HBI), establishing scheduling priorities, taking into account long-term planning, anticipating key events, blocking time for critical institutional planning activities and ensuring the use of the calendars is maximized to its fullest potential
- Ensures that the Directors' action items are effectively prioritized and addressed promptly through direct action by the Director or through acting on behalf of the Director using appropriate discretion and strategic direction from the Director
Qualifications / Requirements:
- University degree in a related field required
- Minimum 5 years recent, related experience required
- Minimum 3 years experience with project management; inception to closing of a variety of high profile and high impact projects
- Minimum 5 years of progressively responsible experience in an administrative role
- Exemplary written communication skills and the ability to produce professional-quality, error-free, and visually effective documents
- Ability to undertake research and synthesize data into relevant briefing notes in a timely and effective manner
- Strong design sensibility and graphic capacity in the development of documents, website (Drupal), PowerPoint presentations and reports
- Understanding of the HBI's 9 Research Priorities and Institute Initiatives
- Superior proficiency in Microsoft Office and the ability to quickly learn new software applications
- Proficiency with PeopleSoft applications (eProcurement, invoicing, expense modules)
- Excellent listening, oral communication and organizational skills with close attention to detail are essential
- Ability to work well under pressure, make decisions (both on behalf of the HBI Director, other HBI Directors and Senior managers), and demonstrate good judgment in a fast-paced environment with conflicting priorities, meeting internal and external deadlines
- Strong time management skills with ability to set own priorities, work independently, exercise initiative, tact, good judgment and confidentiality
- Ability to act decisively and exercise a high degree of initiative, autonomy and judgment, especially regarding protocol and management of the Director's calendar
- Highly professional demeanor
Application Deadline: April 14, 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 classified in the Professional Career Band, Level 2 of the Management and Professional Staff Career Framework.
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.
