Administrative Coordinator, Administrative Services, Research Services

at  The University of Calgary

Description
The Administrative Services Team in the Office of VP Research is currently seeking a Full-time Regular Administrative Coordinator.
The Administrative Services division is a core team of the Office of Research Services and responsible for operational, financial, human resources, facilities, information management project support, post-award administration, the day-to-day activities and for delivering exceptional client services and support within Research Services that facilitates research services administration that generates research funding and awards that strategically aligns and advances the strategic plan to increase sponsored research.
This Administrative Coordinator position reports to the Manager, Administrative Services working independently with minimal supervision within a service-oriented hybrid environment providing accurate advice and liaising with other University service units. Detail and accuracy are crucial as errors have a high impact on research administration. The role works on a regular work schedule (Monday - Friday) 35 hours per week and is part of the Alberta Union of Provincial Employees (AUPE).

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

• Resource and point of contact for Research Services.
• Delivers a high level of client services by demonstrating strong communication, facilitation and negotiation skills.
• Monitors general email accounts, responds by providing expert advice when triaging a wide variety of inquiries and requests from various internal and external stakeholders that includes faculty, researchers, committees, granting agencies and other external organizations.
• Problem solves a variety of often complex issues that requires investigating, recommending solutions, soliciting approvals and constant follow up.
• Processes financial transactions such as purchase requisitions, invoice payments, expense reports, internal department billings, journal transfers, requests invoices, makes credit card purchases and submits monthly reconciliations.
• Makes travel arrangements such as hotel and flights bookings.
• Organizes the set up of meetings, information sessions, committees and meetings that includes calendar coordination, room bookings, draft and distribute agendas, document follow-up items, set up presentation materials and provide the related technical support.
• Files and maintain documents on shared drives and OneDrive in compliance with applicable university retention, shredding rules and policies.
• Fosters and maintain cooperative and trusting relationships with stakeholders in order to provide reliable, seamless and efficient support.
• Maintains website updates by regularly reviewing website content to ensure information is relevant, accurate and up to date.
• Develops, compiles and maintains accurate and up-to-date detailed lists, reports, tracking spreadsheets to maintain expenses and activities and metrics for various projects and initiatives.
• Performs onboarding activities such as submitting requests for access to shared drives and portals and phone set ups.
• Maintains access, keys and equipment inventory.
• Provides a high level of administrative support and by maintaining confidentiality.
• Fosters and maintains cooperative and trusting relationships with stakeholders in order to provide reliable, seamless and efficient support.
• Contributes to the continuous improvement of new and existing processes.
• Contributes to maintain a safe and orderly work environment by submitting facilities requests.
• Contributes to a positive workplace culture and also by understanding and fostering equity, diversity and inclusion.
• Trains team members to perform back up duties or to assist during busy time.
• Performs back up duties for team members.

QUALIFICATIONS / REQUIREMENTS:

• Post-secondary education and/or a combination of related experience and training in Business or a related field.
• 5 years administrative experience.
• Demonstrated experience working within financial/accounting systems such as procurement, accounts payable, requesting invoices and expense transfers.
• Experience making travel arrangements, preparing expense reports and reconciling credit cards.
• Experience working with PeopleSoft.
• Highly evolved client services skills.
• Experience tracking and compiling information.
• Highly developed organizational skills, time management skills and superior attention to detail.
• Demonstrated experience interacting with and supporting others.
• Demonstrated ability to be flexible and work collaboratively as a team member and by building positive relationships to accomplish goals group with Research Services, the university and with external stakeholders.
• Advanced interpersonal and communications skills.
• Demonstrated ability to work independently, and deal effectively with overlapping and changing priorities.
• Ability to maintain confidentiality.
• Proficient on Microsoft applications (Outlook, OneDrive, Word, Excel, Teams, PowerPoint), Zoom and some Adobe.
• Demonstrated ability to exercise good judgement and discretion and be resourceful.
• Knowledge of University policies, procedures and core business systems an asset.
• Research administration knowledge or experience an asset.
  Application Deadline: November 22, 2024
  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 3.
  For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

• Resource and point of contact for Research Services.
• Delivers a high level of client services by demonstrating strong communication, facilitation and negotiation skills.
• Monitors general email accounts, responds by providing expert advice when triaging a wide variety of inquiries and requests from various internal and external stakeholders that includes faculty, researchers, committees, granting agencies and other external organizations.
• Problem solves a variety of often complex issues that requires investigating, recommending solutions, soliciting approvals and constant follow up.
• Processes financial transactions such as purchase requisitions, invoice payments, expense reports, internal department billings, journal transfers, requests invoices, makes credit card purchases and submits monthly reconciliations.
• Makes travel arrangements such as hotel and flights bookings.
• Organizes the set up of meetings, information sessions, committees and meetings that includes calendar coordination, room bookings, draft and distribute agendas, document follow-up items, set up presentation materials and provide the related technical support.
• Files and maintain documents on shared drives and OneDrive in compliance with applicable university retention, shredding rules and policies.
• Fosters and maintain cooperative and trusting relationships with stakeholders in order to provide reliable, seamless and efficient support.
• Maintains website updates by regularly reviewing website content to ensure information is relevant, accurate and up to date.
• Develops, compiles and maintains accurate and up-to-date detailed lists, reports, tracking spreadsheets to maintain expenses and activities and metrics for various projects and initiatives.
• Performs onboarding activities such as submitting requests for access to shared drives and portals and phone set ups.
• Maintains access, keys and equipment inventory.
• Provides a high level of administrative support and by maintaining confidentiality.
• Fosters and maintains cooperative and trusting relationships with stakeholders in order to provide reliable, seamless and efficient support.
• Contributes to the continuous improvement of new and existing processes.
• Contributes to maintain a safe and orderly work environment by submitting facilities requests.
• Contributes to a positive workplace culture and also by understanding and fostering equity, diversity and inclusion.
• Trains team members to perform back up duties or to assist during busy time.
• Performs back up duties for team members