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Administrative Coordinator, Hunter Hub for Entrepreneurial Thinking

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Job ID: 13835

Updated: October 11, 2017

Location: Main Campus

Position Overview

The Hunter Hub for Entrepreneurial Thinking 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 Executive Director, Hunter Hub for Entrepreneurial Thinking, and working in close collaboration with the Executive Director in the Office of Vice President (Research), senior
leadership and the support teams involved in the Hunter Hub, the Administrative Coordinator provides overall senior level administrative support to the initiatives and to ensure smooth, efficient, and effective operations for the teams. This position determines their own priorities and deadlines, and the priorities and deadlines of others in accordance with established procedures and department goals and objectives. The successful incumbent will provide and coordinate administrative support for Hunter Hub for Entrepreneurial Thinking and other entrepreneurial thinking/entrepreneurship initiatives led by VPR as part of the implementation of the entrepreneurial university vision. The incumbent will provide financial administration, and coordinate and provide office management and support to the teams. The incumbent develops procedures and practices to support the unit and perform the required functions. Impact of error is high as this role is solely responsible to ensure day-to-day work is completed accurately, and information provided to others is correct.

This position will be responsible for the overall administrative support for the entrepreneurship initiatives under the Hunter Hub for Entrepreneurial Thinking, and will be the primary point of contact for the HHET staff, Faculties, Units and Student Clubs for coordination of all related expenses. The successful incumbent will provide and coordinate administrative support, financial administration, and coordinate and provide office management and support for the teams working on the entrepreneurial thinking initiatives.  

Position Description

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

Administrative Support:

  • Manages own time effectively to accomplish tasks and work assignments in an accurate and timely manner, meeting University procedures and standards
  • Answers and screens telephone calls in a professional and confidential manner, and takes necessary and appropriate action
  • Provides expert administrative support through the preparation of detailed agendas, presentations and other preparatory documentation for all meetings (internal and external), takes minutes and ensures timely follow up and action through the development and management of action plans
  • Actively participates in high level meetings with the Executive Director, taking responsibility for ensuring that commitments are realized in a timely manner by all stakeholders
  • Supports the Hunter Hub team by managing calendars, the booking of internal meetings and travel plans as necessary
  • Responsible for ensuring that all logistical arrangements for Hunter Hub events (room bookings (including classrooms), AV, catering, communications) are set according to event requirements
  • Responsible for the booking of all internal and external events (creating a bookings system and under the direction of the Executive Director, and supporting the implementation of a protocol for booking space at the Hunter Hub Pilot space)

Financial Administration:

  • Ensures that all invoices, T&E and PCard Reconciliation, travel claims, purchase orders, cheque requisitions are properly completed and forward to the appropriate office for approval and processing With expenditures approved by the Executive Director, responsible for budget tracking and reporting

Client Services:

  • Supports the marketing and promotion efforts of the HHET through the development and maintenance of an internal engagement list
  • Supports the marketing and promotional efforts for the Hunter Hub through front line engagement with students, faculty, staff and community stakeholders in a personable and professional manner
  • Manages the Hunter Hub email account, phone line and front office, ensuring that inquiries from donors, partners, community members, students, faculty and staff inquiries are responded to in a prompt, courteous and professional manner

Qualifications / Requirements:

  • Diploma or certificate in Office Administration required
  • 5 - 7 years of administrative experience in a post- secondary environment with emphasis on administrative and organizational skills required, preferably at the University of Calgary
  • Equivalent combination of education and experience will be considered
  • Excellent knowledge and proficiency in Microsoft Office applications such as Word, Excel, Outlook, and PowerPoint is required.Previous experience with PeopleSoft is considered highly desirable
  • Proven ability to work independently, multi-task, and meet deadlines while maintaining a high degree of accuracy and attention to detail is required
  • Advanced skills and knowledge of social media, and emerging communications technologies (i.e. Slack, Trello) required
  • Strong written and verbal communication skills
  • Ability to work in a team environment with professionalism, confidentiality, tact, and diplomacy is required
  • Knowledge of university policies and procedures is required
  • An ability to anticipate needs, plan, organize, coordinate and perform work with little or no direction
  • High degree of accuracy and exceptional attention to detail
  • Experience working with or for a start-up venture an asset Experience in event planning and implementation an asset Experience in sales an asset
  • Strong organizational skills required Strong client service orientation required
  • Understands and maintains confidentiality, demonstrating diplomacy and good judgment required
  • Ability to prioritize tasks and manage schedule with competing deadlines and project timelinesrequired

Application Deadline:  September 19, 2017

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/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

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 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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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