Description
Research Accounting within Finance is currently seeking a Full-time Regular Administrative Coordinator.
Reporting to the Director of Research Accounting, the Administrative Coordinator provides direct support to three Directors in Finance by organizing and coordinating department administrative procedures, services, communications, and policies. Administrative support to the Directors will involve general clerical activities such as calendar management, coordinating communications, document and expense report creation and management.
This position has a high volume of work with multiple and competing deadlines and typically works 35 hours per week, Monday to Friday.
Summary of Key Responsibilities (job functions include but are not limited to):
- Provides administrative support and general clerical assistance to the Directors including tracking staff vacation requests, calendar management, etc.
- Coordinate meetings with deans, directors and other leadership bodies where needed to ensure that department service levels are met, as well as to facilitate performance review input.
- Reconcile corporate credit cards and submit expense claims for reimbursement.
- Invoice requisition and e-procurement activities, and track payment of invoices.
- Data entry of information into U of C systems.
- Acts as a resource person for department staff in providing information on various University policies, procedures related to administration.
- Maintain inventory of department computer hardware.
- Coordinate departmental meetings, record and distribute minutes.
- Coordinate department events and communications, and manage email distribution lists
- Manage shared drive access, shared mailbox accounts, and coordinate quarterly membership audits.
- Maintain and update the department web page, document templates and other communication tools used by the department.
- Coordinate, monitor and maintain contact lists and system access requirements.
- Act as Onboarding and Off-boarding Coordinator for staff.
- Help to develop and implement standards and training and manage the department document management program.
- Order catering and other materials and supplies within budget parameters and ensure accurate and timely processing of related invoices.
Qualifications / Requirements:
- Completion of an office administration course from a recognized institution.
- Minimum 5 years of related experience in an office coordination position.
- Exceptional communication, organization and interpersonal skills.
- Demonstrated history of strong customer service with a "can do" attitude.
- Experience with the initiation and implementation of process improvements pertaining to administrative activities.
- Previous University of Calgary experience preferred.
- Advanced knowledge of computer applications including, but not limited to Microsoft Office (Excel, Word, PowerPoint, Outlook, etc.) and SharePoint required.
- PeopleSoft experience an asset.
Application Deadline: April 24th, 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.
