Administrative Coordinator, Faculty of Social Work

Location
3256-2500 University Dr NW, Calgary, AB T2N 1N4
 
Full job description
Description

The Research Centre in the Faculty of Social Work invites applications for a Administrative Coordinator. This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.

This position will report to the Principal Investigator (PI) with a busy and diverse research portfolio. The PI's research lab encompasses research in youth mental health, complex health and child maltreatment. The focus of the research aims to enhance systems of care including transitions in care, system navigation and Integrated Youth Services. The PI leads national research, funded through the Canadian Institutes of Health Research (CIHR), on Integrated Youth Services and Learning Health Systems and is the lead scientist for a provincial Integrated Youth Services called Kickstand. Work with Kickstand will involve developing a framework to assess youth, family, and system level factors through an iterative learning health system. The goal of this work is to apply knowledge from research into practice to mitigate barriers for youth seeking help and to better ensure that young people in Alberta receive coordinated, continuous and effective services.

Work duties outside of normal office hours and limited travel may be required on occasion. This position will provide administrative support to the Principal Investigator, research teams and office staff at both the UofC and Kickstand. This position deals with confidential materials and demands the ability to exercise judgment, discretion and independent thought regarding the effective management of internal and external information. The impact of error is high as the Administrative Coordinator will be responsible for working with highly valued internal and external clients, including policy makers and government representatives, people with lived experiences and family members, researchers, and staff.

Summary of Key Responsibilities (job functions include but are not limited to):

Administrative Support

Manage the PI's complex calendar and ensure his/her schedule is well-organized, prioritized and effectively communicated.
Accurately schedule meetings in a timely manner, based on priorities.
Handle a large volume of meeting requests with tact, sensitivity, and efficiency despite frequent interruptions.
Respond quickly and efficiently to last minute scheduling changes, while handling multiple tasks and meeting tight deadlines.
Keep the PI informed of upcoming activities and critical deadlines relevant to their academic, administrative and research roles.
Balance the competing demands of the PI's multiple roles by anticipating needs and using excellent problem-solving and prioritization skills to manage their time effectively.
Coordinate and oversee travel arrangements, prepare itineraries and process complex expense reports and reimbursement claims for the PI.
Set own priorities while coordinating projects and administrative needs in support of the PI's academic, research, education and leadership commitments.
Work closely with the PI, office staff and research team members to support the planning and coordination of key meetings including scheduling across multiple time zones, booking venues, ordering catering, making videoconference arrangements, preparing and distributing meeting documentation such as agendas and tracking and following up on action items.
Provide assistance for the planning and coordination of events such as workshops, conferences, and meetings.
Manage constant, multiple, conflicting and shifting priorities ensuring that all tasks are completed professionally, accurately, and within established deadlines.
Provide project support to the PI and office staff as needed.
Office Coordination

Serve as the first point of contact for the PI, screening and prioritizing incoming requests and providing information to internal and external stakeholders as appropriate.
Ensure the efficient day-to-day operation of the office by overseeing general administrative functions.
Handle routine administrative tasks including responding to phone calls and e-mails, managing mail and courier deliveries, ordering supplies and maintaining office inventory.
Process invoices and non-employee expenses, purchase orders, and reconcile expenses in accordance with university policies.
Follow-up on status of payment requests or outstanding invoices from vendors.
Manage sensitive and confidential matters related to the PI's activities and those of the research teams with a high degree of discretion.
Act as a key resource person for office staff and research team members, sharing relevant information and fostering effective communication and collaboration.
Maintain the highest level of discretion, professionalism and trust in all interactions.
Qualifications / Requirements:

Office administration diploma or post-secondary education in a related field is required.
A combination of education and experience may be considered.
Minimum of 5 years administrative experience, preferably in a post-secondary or research environment.
Intermediate to advanced skills with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), SharePoint and Adobe Acrobat.
Knowledge of FOIP regulations for electronic and hard copy versions of documents.
Excellent written and verbal communication skills are essential to this position.
Excellent organizational, analytical and time management skills.
Experience in interacting with senior level stakeholders, executives, government representatives, people with lived experiences and researchers would be an asset.
Ability to set own priorities, meet deadlines and manage multiple tasks simultaneously.
Ability to operate within a complex, multi-faceted work environment and be a strong team player.
Ability to work well under pressure and manage shifting priorities with tight deadlines.
Ability to anticipate needs, plan, organize, coordinate and perform work independently with minimal supervision.
Strong problem-solving skills, with the ability to identify issues and implement improvements to enhance operational efficiency.
Exceptional attention to detail and ability to work with a high degree of accuracy is required.
Demonstrate initiative, resourcefulness, tact and diplomacy in all interactions.
Knowledge of University of Calgary systems and processes, including PeopleSoft, would be an asset.
Application Deadline: August 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/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.

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