Position Overview

Information Technologies is currently seeking a Full-time Regular IT Coordinator.

Reporting to the Chief Information Officer (CIO), this role provides administrative and advisory support for the IT Directors performing complex administrative duties, demonstrates strong interpersonal, communication, and time management skills while utilizing experience and professional judgment to accomplish individual and departmental goals and objectives. The role requires holding IT directors accountable to the CIO’s board, executive, and unit submissions in a timely manner.

Working in a highly complex multi-faceted environment this position plays a significant financial role in the management of IT Procurement inquiries supporting the department and interaction with the University faculty, administration, and other business partners/stakeholders.  The position deals with sensitive information and requires judgment and discretion. The individual will apply best practices in the development and implementation of effective and efficient processes for the ongoing administration of the department.

Position Description

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

• Deliver senior administrative assistance across all aspects of IT Directors portfolios through distinguishing needs and serving as an ambassador ensuring maximum effectiveness and productivity.
• Handles a large volume of meeting requests, proactively managing Director calendars, applying standards that provide a balance between meeting and office/work time, reflect realistic priorities in terms of who and when to book into the calendar, and allows sufficient flexibility for shifts in priorities.
• Supports the development of tailored messaging, which may include writing, editing, and distributing communications (e.g., correspondence, presentations, policies & procedures).
• Effectively manages complex priorities/issues using judgement and initiates resolutions.
• Responsible for organizing travel arrangements for Directors including preparing of transportation, accommodations, gathering of associated agendas, documents, and presentations. Reconciling associated credit card charges and expenses. Ensure team members are up to date with the activities/information/lessons of the conference or courses a director has attended.
• Frequent collaboration and communication with Executive Assistant and Assistant to the Business Manager providing comprehensive support to the portfolio, works as an integral part of the team in the office, and initiates a unified and shared approach to work.
• Accountable for executing department engagements including coordination of catering arrangements and ordering of materials while adhering to budget parameters and ensures accurate and timely processing of related invoices.
• Appointed Records Coordinator for IT.  Develops and maintains a filing system, ensures business documentation paper or electronic, are readily available.
• Assist the Executive Assistant as required.
•  Liaises with internal business units and external vendors and participants in the local coordination and implementation of premises and building related matters including being the department onboarding coordinator for incoming/outgoing staff and contractors, relocations, office planning, managing seating assignments and new furniture requirements while ensuring minimal interruptions to business operations. Help to develop and implement standards, training and manage the department document management program.
• PeopleSoft Super-User for IT Operations and the first point of contact for all inquiries and concerns regarding the implementation of procurement requisitions, issuing Purchase Orders (PO’s) and processing invoices, ensuring appropriate audit trails for finance activity in the department.
• Maintains detailed procurement records associated with purchasing and ensures accuracy of all related data.
• Ensures contracts are signed and paid following University guidelines.
• Coordinates the delivery of incoming goods and services and expedites over-due orders and problems with payments as required.
• Closeout PO’s and Contracts once all contractual and procedural requirements have been met.

Qualifications / Requirements:

• A post-secondary certificate in office administration and Minimum of 5years of administrative support experience in an extremely busy environment.  A combination of education and experience will be considered.
• Requires a high level of accuracy and understanding of the University financial systems, and purchasing procedures.  Experience working with PeopleSoft software package considered an asset
• In-depth knowledge and experience of the University mission, values, policies, procedures, and core business systems is an asset.
• Proven exceptional communication, organizational, interpersonal skills.
• Ability to analyze complex situations and solve problems, demonstrates ability to make sound decisions.
• Ability to use discretion, and professionalism to maintain composure under pressure in environment with competing deadlines.
• High degree of accuracy and strong attention to detail.
• Understands the need for discretion when handling confidential materials or information.
• Experience with the initiation and implementation of process improvement pertaining to administrative activities.
• Advanced-level knowledge of common industry software such as Microsoft Office: Word, Excel, Outlook, PowerPoint.
• Experience with online collaboration tools: MS Teams, Zoom and SharePoint.

Application Deadline:  July 20, 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 Specialist/Advisor Job Family, Phase 2.

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.

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