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Administrative Coordinator, O'Brien Institute for Public Health, Cumming School of Medicine

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Job ID: 13836

Updated: November 7, 2017

Location: Foothills Campus

Position Overview

The O'Brien Institute for Public Health in the Cumming School of Medicine invites applications for an Administrative Coordinator. This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.

Reporting to the Administrative Director, with an accountability to the Scientific Director, O'Brien Institute for Public Health, this position provides efficient and effective senior administrative support on matters relating to the Scientific Director's activities, schedule, travel, and subsequent expense reporting. High work volume, occasional work outside of normal office hours, high need for accuracy, and numerous deadlines are components of the job. High degree of initiative and flexibility is required to coordinate the complex activities and scheduling requirements necessary to ensure the effectiveness of the Scientific Director.

 

Position Description

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

  • Act as liaison for the Scientific Director in securing appointments and relationship building with external and internal  stakeholders
  • Review, track and organize incoming/outgoing correspondence to identify priority items, and respond to requests in a timely manner
  • Manage the work flow and the smooth operation involved in coordinating the calendar and the day-to- day operations activities of the Scientific Director
  • Manages, organizes and coordinates the day-to-day operations for the Scientific Director
  • Ensure the Scientific Director has all of the materials needed for the day (packages/binders)
  • Handle a large volume of meeting requests via telephone, email or in person with great sensitivity and tact
  • Ensure that all meetings are timely and include the appropriate participants
  • Handle travel arrangements that are often changed, rearranged or cancelled
  • Work closely with the Fund Development Director assigned to the O'Brien Institute in setting meetings with high profile donors/prospects and members of the Strategic Advisory Board
  • Work closely with the Institute's Administrative Director and other team members to ensure smooth and effective work flow between the Scientific Director and the Institute team
  • Work closely with staff managing Scientific Director's various accounts to coordinate financial compliance
  • Support the Institute's Boards and Executive Committee meetings including distribution of meeting packages, and recording and drafting minutes
  • Represent the Scientific Director as well as the O'Brien Institute in communication with all levels of faculty, support staff, and other clients, interacting frequently and independently with senior administrative staff
  • Use initiative and good judgment, and work in a cooperative, timely and efficient manner that is proactive in communicating and sharing  information
  • Communicates extensively with other offices/ key stakeholders to request and distribute information and schedule meetings
  • Prepare, edit, and proofread correspondence, invoices, presentations, publications, reports, and related documents
  • Support as needed the Institute Core team with tasks related to events, technology, communications, finances, infrastructure, etc.
  • Schedule and organize meetings, workshops, seminars, delegations / tours, and special events including: room bookings, ordering food, organizing setup of com/media equipment if required, preparation of room including audio-visual system, assembling meeting packages and recording minutes
  • Aiding in the preparation and distribution of routine correspondence, minutes, reports, and presentations
  • Provide administrative support; within a team environment, for assigned projects (e.g. correspondence, files, travel arrangements, A/V, finances, etc.)
  • Organize and coordinate all activities

Qualifications / Requirements:

  • A degree in business or a related field is preferable. A combination of education and experience will be considered
  • Minimum 5 years' experience in administrative position working with a senior-level leader or an executive
  • Proven ability to work collaboratively with senior administrators and with team members from a variety of disciplines
  • Experience managing the schedule of a senior leader or an executive
  • Strong interpersonal skills, with demonstrated professionalism and diplomacy, discretion, courtesy and respect in all interactions
  • Ability to act decisively and to exercise a high degree of initiative and judgment
  • Strong written and verbal communication skills are a necessity
  • Advanced skills in Microsoft Word, Outlook, Excel, PowerPoint, Adobe Acrobat, internet skills, and the ability to acquire a high-level understanding of the university business systems
  • In-depth knowledge of the University of Calgary processes and procedures is desirable
  • Excellent organizational skills with strong attention to detail
  • Ability to work independently and set priorities in a complex environment
  • Comfort in dealing with broad and diverse multicultural situations
  • High tolerance for stress and conflict
  • Must be able to act decisively and to exercise a high degree of initiative, discretionary judgment and diplomacy on a wide range of issues, especially with dealing with  time-sensitive and confidential matters
  • Excellent proof-reading/editing skills

Application Deadline:  September 29, 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/Administration Job Family, Phase III.

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 Cumming School of Medicine visit Careers in the Cumming School of Medicine.

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 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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