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Administrative Coordinator, Department of Chemical and Petroleum Engineering, Schulich School of Engineering

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Job ID: 13367

Updated: August 17, 2017

Location: Main Campus

Position Overview

The Department of Chemical and Petroleum Engineering in the Schulich Schhool of Engineering is currently seeking a Part-time Regular Administrative Coordinator.

The Administrative Coordinator reports to the Manager, Department Operations by innovatively organizing and coordinating department administrative procedures, services, communications, and policies.

The position deals with a considerable amount of confidential and sensitive materials and requires the ability to exercise judgment and tact. Tasks performed require initiative, close attention to accuracy, details and consistent follow-up. Impact of error is high and the incumbent is responsible to ensure day to day work is completed accurately, and information provided to others must be correct. The incumbent must be comfortable dealing with diverse groups in a cross-cultural environment.

This is a regular half-time position, 17.5 hours per week, Monday to Friday. The hours of work are negotiable.

This position is part of the AUPE collective bargaining unit.

Position Description

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

  • Administrative support to the academic recruitment and selection process including submission of advertisements, receiving/compiling documentation such as CVs and reference letters, scheduling committee meetings/interviews, booking travel arrangements for candidates. Follows up ensuring all applications that are submitted are complete. Tracks recruitment costs ensuring that appropriate records are maintained. Ensures excellent communication regarding itineraries, venues, meeting participants and works proactively to ensure that all supporting documentation is coordinated in advance
  • Prepares and completes paperwork for new academic hires
  • Provides administrative support to the sessional hiring process by posting advertisements, inputting template-based hires, and preparing offer letters
  • Assists the Department Head/HR with academic processes (i.e. Academic Performance Reports.)
  • Responsible for day-to-day execution of online and social media updates. Regularly updates and maintains branded content on social media sites (i.e. Twitter) to keep content current/relevant. Monitors comments and user-generated content
  • Organize department events; including booking venue, ordering catering, and coordinating promotional material
  • Maintain and update the department web page
  • Coordinates CPE graduation posters including scheduling photographer, communicating with students, compiling posters and sending for printing

Qualifications / Requirements:

  • Relevant degree/diploma/certificate in the area of office administration from a recognized institution
  • A minimum of 2 years of administrative experience. A combination of education and experience may be considered
  • Excellent computer skills in Microsoft Office Applications, and knowledge of PeopleSoft systems is a strong asset
  • Knowledge of Adobe InDesign and Adobe Acrobat is an asset, as is familiarity with Drupal or other website software
  • Knowledge of the University of Calgary systems, including academic and operational organizational structures would be an asset
  • Excellent interpersonal and communication skills
  • Strong organizational skills with the demonstrated ability to manage established processes from start to finish
  • Ability to work independently and to meet deadlines with minimal supervision

Application Deadline:  July 23, 2017

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 II.

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. For more information about the Schulich School of Engineering visit Careers in the Schulich School of Engineering.

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

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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