Position Overview
Communication Services within the Office of Advancement is currently seeking a Full-time Regular Administrative Coordinator.
Reporting to the Senior Director of Communications Services, the Administrative Coordinator will provide administrative support for the entire Communications team within the Office of Advancement.
Working with managers and directors across Communications, this role will be critical to ensuring the smooth operations of the Communications Protocol throughout the University of Calgary. This role will support timely processing of financial matters to enable the communications team to continue to operate at peak performance and facilitate a high-quality onboarding experience within all of Communications.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
- Manage the regular updating and facilitate charge back system for the new Communications Protocol.
- Provide finance support for the entire Communications team.
- Lead planning and implementation of onboarding and off boarding for the entire communications team.
- Provide high level administrative support to the Advancement communications leaders, including the Senior Director of Communications Services, the Director of Brand and Creative and the Director of Media, Issues and Content.
- Provide administrative support to the 14th and 15th floor of Mackimmie Tower including purchase of office supplies, submitting facilities requests via ARCH I BUS, administering access to the building.
- Efficiently coordinates and manages logistics for meetings, including booking rooms, ordering menu items, preparing agendas, taking and transcribing minutes, preparing and distributing notices.
- The successful individual will pleasantly and respectfully interacte with co-workers, supervisor, members of the University community, alumni, donors, volunteers etc.
Qualifications / Requirements:
- Post-secondary education, preferably in business / office administration with a minimum of 3-5 years of equivalent administrative work experience in a complex business or university environment.
- Previous University of Calgary administrative experience would be an asset.
- Exceptional communication, organization, and interpersonal skills are required.
- 2 to 3 years of progressive client and/or customer service experience in an organization is an asset.
- Excellent computer skills including financial/information management, with experience using PeopleSoft and MS Office applications is required.
- Experience with Blackbaud CRM and the time tracking program Harvest are considered a strong asset.
- Experience with the principal tools and techniques for financial/records management is required.
- Strong organizational and time-management skills, and attention to detail and accuracy.
- Ability to multi-task, prioritize and meet deadlines.
- Demonstrated professionalism, tact and maturity in handling highly sensitive and confidential information ethically and with discretion.
- Ability to work both independently and as part of a team and to work effectively in a large, complex, dynamic and sophisticated organization.
- Experience providing administrative support required with emphasis on decision-making and highly developed organizational skills and the ability to anticipate needs, plan, organize, coordinate, and perform work with no or very little direction.
- Strong time management skills, and must have the ability to set own priorities, and to manage and prioritize multiple tasks.
- Able to remain positive and confident under pressure.
- Able to interact in a professional manner and build good relationships with clients and team members.
- Must have the ability to deal with frequent interruptions in a cooperative and professional manner.
- Must be self-directed and have superior interpersonal communication skills, both verbal and written. Good listening and interpretive skills.
- A high level of knowledge and understanding of university policy and procedures would be a definite asset.
- Must be open to learning and development and be willing to accept new challenges and assignments.
- Understands and maintains confidentiality, demonstrating diplomacy and good judgment.
- Demonstrated strong communication, team and customer service skills, and an ability to exercise judgment within established guidelines.
Application Deadline: July 18, 2022
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.
Additional Information
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 3.
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.
The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.
About the University of Calgary
The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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 Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.