Operations Coordinator, Student Advising and Wellness Hub

at  The University of Calgary

Description
The Cumming School of Medicine invites applications for an Operations Coordinator, Student Advising and Wellness Hub. This Full-time Fixed Term position is for approximately 18 months (based on length of grant funding), with the possibility of extension.
This position reports to the Manager, Student Advising and Wellness Hub (SAWH) with accountabilities to the CSM Director, Educational Operations.
The SAW Centre is a confidential resource for Cumming School of Medicine students seeking support, guidance, and advice on a variety of issues including: career planning, elective strategies, CaRMS advising, academic supports, wellness resources, advocacy and any other topics students wish to discuss. The highly skilled and committed team of clinical and administrative professionals offers a comprehensive wellness model that closely aligns with the young adult population in a post-secondary environment.
This role may have some work responsibilities outside of regular scheduled hours.
The position requires the ability to work under pressure in a fast-paced environment while balancing competing deadlines and multiple tasks.

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

• Front-end & Student Contact
• Respond to confidential telephone, email and in-person inquires and provides information of a complex nature
• Act as a point of contact for student led activities by providing information to faculty, staff and students relevant to the event. This may involve communications and organization
• Assesses and reacts accordingly to student/guest needs and walk-ins
• Establishes a welcoming atmosphere for students and SAW guests
• Administrative Duties
• Manages the administrative support functions related to the SAW Center
• Contributes to the content and collection of data for annual reports
• Plans for and prepares agendas, resource material and minutes for committee meetings
• Contributes to development and updating of KPIs for SAW
• Effectively manages faculty advisor calendars - recognizing their clinical commitments
• Deals with confidential materials using considerable judgment and independent thought
• Required to set own priorities to ensure tasks are managed effectively and deadlines are met
• Annually reviews SAW processes/operations to look for and implement efficiencies
• Looks for opportunities to collaborate and develop sessions with other units
• Liaise with U of C SU Wellness to identify opportunity for collaboration and ensure SAW services are aligned with the services campus wide
• Collaborates with the Office of Professionalism Equity and Professionalism to ensure EDI is incorporated in all we do
• Liaises with Managers and staff in all CSM educational units on matters of Student Advising and Wellness
• In cooperation with the Director and the SAW Manager, develops, organizes and carries out professional development and other student sessions including, content, managing RSVPs, room bookings and set-up of webinars and recruiting coordination presenters
• Creating and tracking budgets for events/sessions hosted by SAW. Tracking any and all variances associated with SAW

QUALIFICATIONS / REQUIREMENTS:

• Undergraduate degree and a minimum of 5-7 years high-level administrative experience required
• 2-3 years experience compiling statistics and data to be used in major reports required
• 2-3 years experience supporting multiple leaders in various units or departments, balancing competing demands required
• Highly developed organizational skills, and an ability to anticipate needs, plan, organize, coordinate and perform work efficiently with minimal direction is essential
• Strong writing skills required
• Strong evidence of relationship building, demonstrated professional maturity, judgment and decisiveness, exceptionally strong written, verbal, research, organizational and communication skills
• Must be comfortable working independently and making sound decisions as required, especially in emergency situations relating to student mental health and illness
• Able to assess students who contact the office for support
• Experience working with electronic management systems
• Superior communication skills needed to interact with a diversity of individuals in a professional and personable manner, skills that are essential when dealing with a range of situations which may include complex, sensitive and confidential issues
• Demonstrated professionalism, discretion, courtesy, and respect in all interactions with internal and external clients, creating a positive image
• Ability to operate within a complex, multi-faceted work environment and be a strong team player
  Application Deadline: November 7, 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.

• Front-end & Student Contact
• Respond to confidential telephone, email and in-person inquires and provides information of a complex nature
• Act as a point of contact for student led activities by providing information to faculty, staff and students relevant to the event. This may involve communications and organization
• Assesses and reacts accordingly to student/guest needs and walk-ins
• Establishes a welcoming atmosphere for students and SAW guests
• Administrative Duties
• Manages the administrative support functions related to the SAW Center
• Contributes to the content and collection of data for annual reports
• Plans for and prepares agendas, resource material and minutes for committee meetings
• Contributes to development and updating of KPIs for SAW
• Effectively manages faculty advisor calendars - recognizing their clinical commitments
• Deals with confidential materials using considerable judgment and independent thought
• Required to set own priorities to ensure tasks are managed effectively and deadlines are met
• Annually reviews SAW processes/operations to look for and implement efficiencies
• Looks for opportunities to collaborate and develop sessions with other units
• Liaise with U of C SU Wellness to identify opportunity for collaboration and ensure SAW services are aligned with the services campus wide
• Collaborates with the Office of Professionalism Equity and Professionalism to ensure EDI is incorporated in all we do
• Liaises with Managers and staff in all CSM educational units on matters of Student Advising and Wellness
• In cooperation with the Director and the SAW Manager, develops, organizes and carries out professional development and other student sessions including, content, managing RSVPs, room bookings and set-up of webinars and recruiting coordination presenters
• Creating and tracking budgets for events/sessions hosted by SAW. Tracking any and all variances associated with SA