Description
The Office of Indigenous, Local & Global Health in the Cumming is currently seeking a Full-time Regular Administrator.
Working under the general direction of the Business Manager, the Administrator operates with minimal supervision, taking initiative in setting priorities and making decisions, and keeps leadership and staff appraised of issues as they arise.
The position is responsible for providing professional administrative support to the Associate Dean, Indigenous, Local and Global Health Office on a wide range of high-level confidential matters, as well as provide general administrative support to the ILGH office.
The Administrator provides support for complex and sensitive matters relating to the Associate Dean¿s daily responsibilities, understanding the requirements in order to prioritize activities according to urgency and need. Responsibilities include but are not limited to: managing the Associate Dean¿s calendar, preparing written correspondence, coordinating meetings, events and travel, and working closely with various campus departments and others to assist with logistical needs.
This position works 35 hours per week, Monday to Friday, but on occasion there may be the need to work outside of regular hours.
This is an in-person position working regularly at the Foothills campus.

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

• Administrative Support to the Associate Dean:
• Provide executive administrative support to the Associate Dean, requiring a thorough knowledge of the Associate Dean’s portfolio and program priorities
• Resolves issues and answers inquiries independently, redirecting as appropriate based on knowledge of the Associate Dean’s Office
• Plan and organize schedules as related to administrative, research, and education responsibilities
• Accommodate meeting and engagement requests for the Associate Dean based on instructions and guidance, with the ability to identify urgent matters of high importance and distinguish issues to be delegated
• Provide administrative support for meetings: set-up meetings, book rooms, prepare and distribute agendas/meeting materials, record minutes, provide team members with information as required
• Ensures that the Associate Dean is informed of pertinent issues through executive briefings on decisions, operational issues, reports, etc. Briefs the Associate Dean on events and meetings; coordinate and organize the Associate Deans commitments by ensuring their calendar is reviewed in advance
• Provided with directions, compose complex and sensitive correspondence on behalf of the Associate Dean including letters of reference, CV updates, Annual Reports, and other written communications
• Make travel arrangements, and process travel expenses and credit card reconciliations for the Associate Dean
• General Administration:
• Front office reception duties including greeting and welcoming guests, providing a positive first impression of the Office, answering questions and directing, and notifying staff of visitor arrivals
• Create, process / submit travel expenses, credit card reconciliations and invoice payments/eProcurement
• Provide administrative support in organizing and set-up meetings, book rooms, prepare and distribute agendas/meeting materials, record minutes, provide team members a list of action items for current committees and other information as required. Be familiar with the use of room equipment and provide media support
• Under the direction of the ILGH’s senior leadership team and personnel, provide administrative support for ILGH projects, programs and initiatives
• With a high degree of professionalism, liaise with internal and external personnel, departments, institutes and agencies in a courteous and pleasant manner, and identify and handle conflict in a sensible and professional manner
• Coordinate with IT and provide initial support for staff technology issues
• Administrative Onboarding of all office employees, students, and faculty staff, which is to include permissions, security, IT, mandatory EHS training, etc.
• Order office and kitchen supplies, as well as maintain the general office shared common spaces, kitchen, meeting rooms, photocopier, shredder to ensure overall cleanliness and organization
• Make travel arrangements for leadership and staff
• Assist with or provide back-up to process student and trainee travel
• Assist Business Manager with compiling quarterly, semi- and annual project reconciliations, performing routine analysis and collecting data

QUALIFICATIONS / REQUIREMENTS:

• Bachelor¿s degree or a post-secondary diploma/ certificate or 2-3 years of experience in a similar executive administrator or general administrator role
• Excellent time management skills with proven ability to adapt to evolving priorities, environments, duties, and simultaneous asks, triaging incoming requests while remaining mindful of deadlines
• Previous experience working a complex, fast-paced environment with shifting priorities considered an asset
• Ability to maintain composure under periods of stress, interruptions, or fast-paced environments
• Acute understanding of positive customer service and business processes
• Ability to work independently using initiative and discerning judgement
• Experience coordinating travel arrangements and preparing corresponding dossier and communications
• Experience with administering expense processes and reconciliations (managing supplier profiles, invoice payments, credit card reconciliations, etc.)
• Political acumen to provide faculty leadership with support and assistance on matters that are sensitive or complex in nature
• Strong oral and written communication skills
  Application Deadline: June 12, 2025
  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 2.
  For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

• Administrative Support to the Associate Dean:
• Provide executive administrative support to the Associate Dean, requiring a thorough knowledge of the Associate Dean’s portfolio and program priorities
• Resolves issues and answers inquiries independently, redirecting as appropriate based on knowledge of the Associate Dean’s Office
• Plan and organize schedules as related to administrative, research, and education responsibilities
• Accommodate meeting and engagement requests for the Associate Dean based on instructions and guidance, with the ability to identify urgent matters of high importance and distinguish issues to be delegated
• Provide administrative support for meetings: set-up meetings, book rooms, prepare and distribute agendas/meeting materials, record minutes, provide team members with information as required
• Ensures that the Associate Dean is informed of pertinent issues through executive briefings on decisions, operational issues, reports, etc. Briefs the Associate Dean on events and meetings; coordinate and organize the Associate Deans commitments by ensuring their calendar is reviewed in advance
• Provided with directions, compose complex and sensitive correspondence on behalf of the Associate Dean including letters of reference, CV updates, Annual Reports, and other written communications
• Make travel arrangements, and process travel expenses and credit card reconciliations for the Associate Dean
• General Administration:
• Front office reception duties including greeting and welcoming guests, providing a positive first impression of the Office, answering questions and directing, and notifying staff of visitor arrivals
• Create, process / submit travel expenses, credit card reconciliations and invoice payments/eProcurement
• Provide administrative support in organizing and set-up meetings, book rooms, prepare and distribute agendas/meeting materials, record minutes, provide team members a list of action items for current committees and other information as required. Be familiar with the use of room equipment and provide media support
• Under the direction of the ILGH’s senior leadership team and personnel, provide administrative support for ILGH projects, programs and initiatives
• With a high degree of professionalism, liaise with internal and external personnel, departments, institutes and agencies in a courteous and pleasant manner, and identify and handle conflict in a sensible and professional manner
• Coordinate with IT and provide initial support for staff technology issues
• Administrative Onboarding of all office employees, students, and faculty staff, which is to include permissions, security, IT, mandatory EHS training, etc.
• Order office and kitchen supplies, as well as maintain the general office shared common spaces, kitchen, meeting rooms, photocopier, shredder to ensure overall cleanliness and organization
• Make travel arrangements for leadership and staff
• Assist with or provide back-up to process student and trainee travel
• Assist Business Manager with compiling quarterly, semi- and annual project reconciliations, performing routine analysis and collecting dat