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Senior Administrator, Alberta Children's Hospital Research Institute, Cumming School of Medicine

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Job ID: 12165

Updated: March 23, 2017

Location: Foothills Campus

Position Overview

The Alberta Children's Hospital Research Institute in the Cumming School of Medicine is currently seeking a Full-time Regular Senior Administrator.

The Senior Administrator, ACHRI reports to the Executive Business Operations Manager, is accountable to the Institute Director, and works in collaboration with the Executive Program Manager, and Manager, Research and Training. This position will also support an Institute Faculty member in the Cumming School of Medicine.

The Senior Administrator, ACHRI will be an expert in project and administration coordination, ensuring timely processing and execution of administrative, academic and operating activities. The Senior Administrator will have exceptional spoken and written communication skills, and be able to plan, organize, and conduct day-to-day activities independently.

 

Position Description

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

  • Project Coordination:
    • Manage and coordinate activities for the ACHRI Summer Student Research Day and ACHRI's Annual Symposium
    • Create and execute project work plans, including but not limited to, delegation of tasks, progress reports, quality control, and finalization of reports. Revise as appropriate to meet changing needs and requirements
    • Sets own priorities to coordinate a broad spectrum of projects and tasks including coordinating events, liaising with a high level of internal and external officials, and supporting the Alberta Children's Hospital Research Institute committees
    • Assists the Executive Business Operations Manager in areas of accounting, financial transactions and reporting
    • Effectively organizes and stages, with guidance from the ACHRI Senior Leadership team, All Members Meetings, Theme Leader meetings, ACHRI Annual Symposium and Annual Summer Student Research Day, charity events, as well as retreats and other events as needed
  • Administration Activities:
    • Provides efficient, effective and comprehensive administrative support to the senior management in the ACHRI Institute
    • Provides support to the ACHRI Institute members and various ACHRI committees as required
    • Manages scheduling for the Institute Director and Executive Business Operations Manager
    • Responsible for establishing meeting dates for ACHRI's Strategic Advisory Board members, providing transcription and distribution of minutes, and ensuring follow up on action items
    • Distribute urgent communications to members in the Health Sciences and Heritage Medical Building members and staff of notifications from the Cumming School of Medicine facilities and the Research Operations Committee as required
    • May be requested to approve timesheets and assists in HR appointments and extensions for Institute academic member for graduate and post-doctoral students, undergrads, and lab personnel
    • Responsible for the distribution of reports, including annual and strategic plans to members and stakeholders
    • Responsible for processing and initiating the intake of all new Institute members to ensure information is managed and updated within all databases
    • Controls card access entries and manages the key distributions for offices on the ACHRI HMRB /HSC Second Floor.  Coordinates keys for laboratories with Investigators and/or Lab Managers
    • Fosters and builds collaborative, supportive relationships by acting as a resource contact with multiple stakeholder groups within the University of Calgary
  • Financial Activities:
    • Submits invoice payments and reconciles expenditures for the Institute and visiting external speakers
    • Reconciles Purchasing card and Travel and Expense statements for ACHRI Institute cardholders
    • Processes journal requests for expense and salary transfers as requested by the Executive Business Operations Manager
    • Creates requisitions and payment requests for ACHRI sponsorship funding, awards and supplies
    • Sets up new Project Request Forms for grant funding on behalf of the Alberta Children's Hospital Foundation in respect to their annual gift distributions
    • Requests Team Authorization access for ACHRI members and their staff as appropriate on research projects
    • Follows up with Integrated Service Centre (Supply Chain Management, Research Accounting, Accounts Receivables) on ticket submissions for journal transfers, expense and invoice payments, purchase orders and client/vendor inquiries
       

Qualifications / Requirements:

  • Undergraduate degree in business and experience in an academic environment preferred
  • 3 years of communication and administrative experience with emphasis on decision-making and highly developed organizational skills
  • Ability to anticipate needs, plan, organize, coordinate, and perform work with minimal direction and supervision
  • Demonstrated expertise in project management, including a minimum of 3 years leadership and/or supervisory experience preferred
  • Superior interpersonal and communication skills required in dealing with a range of situations, which may include complex, sensitive and confidential issues
  • Excellent communicator in a team environment
  • In-depth knowledge of Cumming School of Medicine and University culture and operating procedures preferred
  • Must demonstrate professionalism, discretion, courtesy, and respect in all interactions with internal and external clients creating a positive image for the Institute
  • Ability to operate within a complex, multi-faceted work environment and be a strong team player
  • Capability to adjust work schedules to meet multiple demands and pressures
  • Must be flexible and able to perform multiple demands and pressures
  • Ability to work in a fast-paced environment, with constantly shifting priorities
  • Must have demonstrated ability to provide a consistent high level of service
  • Proficient in Microsoft applications (Word, Excel, Access, PowerPoint and Outlook Mail and Calendar) and the university core business systems (e.g. PeopleSoft)
  • Ability to work independently, while being receptive to direction and to collaborate with others in setting goals, and work effectively with teams to achieve agreed upon goals
  • Ability to operate within a complex, multi-faceted work environment, lead and direct others as needed and be a strong team player
  • Demonstrate initiative; be resourceful, innovative, creative, and strategic in problem solving with a high attention to detail
  • Understanding of compliance with relevant University and Governmental privacy and confidentiality
  • Understanding of University, and of ACHRI's mission, values, and plans
  • Knowledge and understanding of the policies and protocols of the University of Calgary, Cumming School of Medicine, Alberta Children's Hospital Foundation, Alberta Health Services would be an asset
     

Application Deadline:  February 24, 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 Specialist/Advisor Job Family, Phase III.

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 become 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. Ranked as the top young university in Canada and North America, the University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

The University of Calgary believes that a respectful workplace, equal opportunity and building a diverse workforce contribute to the richness of the environment for teaching, learning and research, and provide faculty, staff, students and the public with a university that reflects the society it serves. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

 

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