Description
The Libin Cardiovascular Institute in the Cumming School of Medicine invites applications for a Program Coordinator. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.
The Libin Cardiovascular Institute (LCI) is an entity of Alberta Health Services and the University of Calgary, supporting cardiovascular research, education, and patient care across both AHS and the University of Calgary. Reporting to the Sr Specialist, Clinical Partnerships & Strategy, the Program Support Officer role is designed to provide ongoing support to two of the flagship programs of LCI, the Women's Cardiovascular Health Initiative and the Precision Medicine Initiative. The expectations and responsibilities of the role may evolve as the work of the programs progress. The role will require some onsite work with potential for flexibility; occasional event work outside of regular office hours should be anticipated.
The Program Coordinator role is designed to provide daily support and coordination to two flagship programs of the LCI. As a shared role, the employee can expect to dedicate 2 days/week to each program, with the additional work day dedicated to task work as needed to meet the expectations of the role.
Summary of Key Responsibilities (job functions include but are not limited to):
Program Support:
- Attend program meetings to support general work of the Initiatives, including developing meeting summaries, project plans, documenting brainstorming/planning discussions, and other relevant tasks that capture complex ideas
- Coordinate iterative revision and feedback processes for various program documents, grant applications, reports, etc, with attention to version control, approval pathways for input, and finalizing documents for various purposes
- Support the coordination and function of team and project meetings as needed, including but not limited to, scheduling, logistics planning, agenda and meeting package compilation and circulation, virtual and/or onsite setup, presentation support, and other meeting items as needed
- Utilize project tracking software to update progress, monitor for program needs, communicate tasks or identify issues as relevant to each program's major projects
- Attend events as needed, providing onsite support in a variety of capacities, including but not limited to onsite setup/tear-down, registration, speaker or vendor support, survey distribution and reporting
Documentation & Reporting:
- Work with the operational lead of each Initiative to support the documentation, template development, file system, and reporting needs of each program
- Provide support for various reporting needs, including grant reports, donor impact reports, and annual Initiative and Institute reporting requirements, including initial draft development, iterative revision cycles, compiling feedback and updating reports within strict timelines
- Manage the digital filing system for each program in accordance with their project needs, including utilizing appropriate software, updating files, and ensuring consistent use of appropriate labels, nomenclature, and versioning
- Draft reports as needed, coordinate feedback and revisions from multiple individuals, compile and review final versions for copy-editing and formatting requirements as per LCI guidelines and program templates
Website Support & Engagement:
- Training will be provided to support minor or routine website updates and maintenance, such as: updating events with new assets or information, posting photos or reports on past events, monitoring online registration, and updating mailing lists
- Provide updates to established templates for posters, newsletters, and announcements
- Support email communications with internal, external, and public groups as needed
Qualifications / Requirements:
- Undergraduate degree in a health, business, or relevant program with 3-5 years of related experience, and a minimum of 2 years of related research program support experience
- Previous experience at the University of Calgary, including familiarity with university systems (e.g., IRISS, PeopleSoft) and policies is an asset
- Knowledge of project management processes, standards, and practices
- Advanced communication and interpersonal skills
- Exceptional time management and organizational skills with excellent attention to detail and the ability to set priorities and meet the needs of multiple stakeholders
- Highly developed problem-solving and analytical skills with proven ability to adapt quickly to changing priorities in an effective manner
- Strong planning, documentation, and multi-tasking skills with the ability to set priorities, meet deadlines, and handle complex requests
- Ability to build rapport across multiple programs and teams to develop strong positive working relationships
- Demonstrated ability to take initiative is essential
- Ability to support the documentation and communication of complex ideas
- Ability to handle confidential materials with discretion, maintain professionalism, and demonstrate tact and diplomacy
- Advanced proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, Teams, SharePoint) and Adobe
- Experience with project management software is an asset
- Experience assisting with minor website updates, tracking metrics, and writing skills are an asset
Application Deadline: April 21, 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 Specialist/Advisor 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.
