The Synder Institute for Chronic Diseases in the Cumming School of Medicine invites applications for an Administrative Assistant. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.
This position reports to the Manager, Business & Operations.
The Administrative Assistant will perform office and administrative duties in support of research and operational activities for the Snyder Institute. Some examples are to maintain Institute membership documents and records, file management, reception, responding to email inquiries, scheduling meetings, recording minutes, drafting letters, internal grant documents and communications, performing a variety of research administration tasks for the Director, assisting with event coordination and other tasks alongside members of the Snyder Business Office. There is a responsibility to ensure that the daily operations of the unit are completed in an efficient and effective manner. This position will work both independently and in a team environment.
Summary of Key Responsibilities (job functions include but are not limited to):
- Prepare, edit, and proofread correspondences, presentations, publications, reports, and related documents
- Organize and distribute incoming mail and other materials to coordinate the flow of information internally and externally to the Institute
- Arrange meetings, including scheduling, providing agendas, meeting notes, and following up on action items for the Director, Business Office Manager and Institute Committees as required
- Coordinate web, teleconference, or hybrid meetings as required
- Order office supplies and maintain inventory using appropriate software as required (eg. PeopleSoft)
- Maintenance of Institute record keeping and Membership directories
- Performing a wide variety of University admin functions such as room bookings, invoice processing, job change requests, account maintenance, access requests, expense reports, etc.
- Coordinating travel and accommodations for the Director and visiting guests (speakers, recruitment candidates, etc.) to the Institute
- Assist with Event planning as required with the Community Outreach Coordinator
- Assist with Communications as required with the Senior Communications Advisor
- Answer in person, phone, and electronic inquiries
- Greet visitors and direct to appropriate person where necessary
- Arrange travel schedules and make reservations.
- Organize events by arranging locations, ordering supplies, providing agendas, and answering inquiries
- Compile and organize data, statistics, and other information to support research activities
Qualifications / Requirements
- High school diploma required, post secondary education preferred
- Minimum 3 years of related administrative experience
- A combination of education and experience will be considered
- Proficient with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)
- Advanced computer skills such as graphic and web design are beneficial
- Strong interpersonal, analytical and organizational skills
- Competency with Audio Visual equipment, web conferencing
- Demonstrated strong communication, team and customer service skills, and an ability to exercise judgment within established guidelines
- Must be open to learning and development, and be willing to accept new challenges and assignments
- A positive attitude and the ability to work independently and as part of a team are critical
- Demonstrated experience with event planning is considered an asset
- Science communications skills are considered an asset
- Knowledge of the University of Calgary processes and procedures is desirable
Application Deadline: November 7, 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.
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 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 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 (via Isarta) and requests for accommodations can be sent to Human Resources (via Isarta).
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.