Administrative Coordinator, Alberta Children’s Hospital Research Institute

University of Calgary

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

The Alberta Children’s Hospital Research Institute 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 Manager, Business Operations.

The Alberta Children’ Hospital Research Institute (ACHRI) brings together a large, diverse group of scientists, medical experts and trainees in the pursuit of a common goal; the discovery and development of new, improved ways to improve the health outcomes for children. With tremendous support from the Alberta Children Hospital Foundation (ACHF), the University of Calgary and Alberta Health Services (AHS), ACHRI creates and implements unique research and educational programs in support of its 300+ members and their trainees. ACHRI has led the development of the campus wide Child Health and Wellness Strategy (CHW) and is now embarking on the implementation. Located in the Cumming School of Medicine (CSM) at the University of Calgary, ACHRI draws its members from numerous faculties and departments across campus.

As that this position supports meetings that vary in schedule, typical office hours for this role will be 10:00 am to 6:00 pm with some flexibility needed to support after hours events.

Position Description

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

Project/ Events Coordination

  • Responsible for effectively coordinating, organizing, and staging institute activities, events, and budgets with oversight from the ACHRI management team

  • Arranges flights, accommodations, transportation and honorariums for invited speakers and academic recruits for ACHRI initiatives

  • Supports priorities of ACHRI Team on a broad spectrum of projects and tasks including coordinating award applications, liaising with internal and external officials

  • Provides backup support for Owerko Center related events

Administration Activities

  • Provides support and schedule management for ACHRI Director and Scientific directors as needed

  • Provides efficient, effective and comprehensive administrative support to the management team within ACHRI

  • Creates and distributes agendas and record minutes at Director meetings including Executive level meetings

  • Provides support to the ACHRI Institute members and various ACHRI committees as required

  • Coordinates and organize travel arrangements for faculty and visiting lecturers’ transportation, itineraries, agency/hotel accommodations and completing all necessary forms and requisitions for funding

  • Maintains and orders office supplies necessary to conduct regular business

  • ACHRI point person for catering and event logistics

Qualifications / Requirements:

  • Undergraduate degree in business and experience in an academic environment preferred, or equivalent experience

  • 3 years events and administrative experience with emphasis on decision-making and highly developed organizational skills

  • Demonstrated expertise in executive level meetings including setting agendas, recording decisions and meeting minutes

  • 3 years senior administrative experience preferably in an academic environment

  • 3-5 years financial and human resource administration experience preferred

  • Experience working in a health or research-related discipline would be an asset

  • 6 months experience in a health/medical research environment is required

  • Ability to anticipate needs, plan, organize, coordinate, and perform work with minimal direction and supervision

  • Demonstrated expertise in project management and events

  • Superior interpersonal and communication skills required in dealing with a range of situations, which may include complex, sensitive and confidential issues. Develop and maintain a respectful and positive working relationship with UCalgary staff and Institute collaborators

  • Excellent communicator in a team environment

  • In-depth knowledge of Cumming School of Medicine and University culture and operating procedures preferred

  • Must demonstrate professionalism, discretion, courtesy, and respect in all interactions with internal and external clients creating a positive image for the Institute

  • Ability to operate within a complex, multi-faceted work environment and be a strong team player

  • Capability to adjust work schedules to meet multiple demands and pressures

  • Ability to work in a fast-paced environment, with constantly shifting priorities

  • Must have demonstrated ability to provide a consistent high level of service

  • Proficient in Microsoft applications (Word, Excel, Access, PowerPoint and Outlook Mail and Calendar) and the university core business systems (e.g. PeopleSoft)

  • Be resourceful, innovative, creative, and strategic in problem solving with a high attention to detail

  • Understanding of compliance with relevant University and Governmental privacy and confidentiality

  • Understanding of University, and of ACHRI’s mission, values, and plans

  • Knowledge and understanding of the policies and protocols of the University of Calgary, Cumming School of Medicine, Alberta Children’s Hospital Foundation, Alberta Health Services would be an asset

Application Deadline:  March 31, 2023

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 visit Careers in the Cumming School of Medicine.

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 .

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 ([email protected] ) and requests for accommodations can be sent to Human Resources ([email protected] ).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

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