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Centre Support Administrative Coordinator, Biomedical Engineering, Schulich School of Engineering

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Job ID: 13802

Updated: September 14, 2017

Location: Main Campus

Position Overview

The Department of Biomedical Engineering - CBRE in the Schulich School of Engineering is currently seeking a Full-time Regular Centre Support Administrative Coordinator.

Reporting to the Manager, Geomatics and Centre for Bioengineering Research and Education (CBRE), with strong accountabilities to the Centre Director and the successful candidate is directly responsible for coordinating the administrative functions of the (CBRE).  They will be required to interact on a continuous basis with students, faculty, and staff involved within the program, as well as other members of Schulich School of Engineering (SSE) and the University and members of the outside community of academia, government and industry.

They will act as the sole administrator and point of contact for the Centre, and assist and facilitate the Centre faculty. Responsibilities will also include advising the Centre Director on the management of the Centre budget, handling of confidential and sensitive material such as hiring of academic, research and support staff, budget planning and administration and assisting the Centre Director with marketing and promotion of programs.  They will also be responsible for all aspects of the administration of operating and trust accounts, ensuring compliance with regulations and deadlines.

Position Description

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

  • Organize and coordinate all activities related to the Centres administrative program and committee activities such as arranging meetings, providing and distributing backup materials, setting up agendas, booking rooms, creating meeting minutes and providing other back up as required
  • Provides periodic administrative support to Centre faculty members as required
  • Organize technical support and order materials, supplies and equipment for Bioengineering laboratories
  • Ensure that financial transactions are processed in a timely manner and advise the Centre Director of any circumstances requiring discussion or their intervention
  • Administration of Centre space and resources (keys, door access, equipment use, etc)
  • Support the Centre Director and Associate Director (Undergraduate) in aspects of administration of the Biomedical specialization, including maintenance and review of student records, appointments of sessional instructors and teaching assistants, collection and submission of course materials to ESC, and preparation of calendar submissions
  • Supports Sessional hiring by creating/posting advertisements, preparing offer letters, and entry into PeopleSoft
  • Assist the Centres Leadership Committee with management and development activities as required
  • Responsible for the administration and coordination of the Industry Advisory Group and other external groups affiliated with the Centre
  • Compose and draft replies for routine and some non-routine correspondence and type, edit, proof-read correspondence and administrative material, invitations, annual reports, research proposals and related materials, business plan, government grant applications, as well as teaching materials in a professional and accurate manner ensuring deadlines are met
  • Monitor the Centres email accounts and direct emails to appropriate Centre members
  • Prepare applications to government granting agencies, foundations and corporations for funding of various functions and events
  • Receive visitors, screen and re-direct calls as required, screen mail, make travel arrangements, and process travel expense claims
  • Procure and process payments for Centre-related expenses
  • Communicate in a professional and pleasant manner with students, faculty, staff, and external entities such as government agencies, industry and other universities and their officials
  • Gathers information on a continual basis for use in Centre communications, outreach documents, and updates to industry
  • Organize and schedule appointments, group meetings, seminars, conferences, room bookings and catering requirements, preparation of agendas, minute taking, preparing and distributing notices
  • Responsible for all aspects of Centre special functions and events, including budgeting, bookings, promotional materials, marketing, fee collection, and analysis after the event to identify areas for improvement
  • Liaise with internal and external personnel, students, programs, Departments, Faculties and the University community in a professional manner
  • Financial reporting complying with all government and University regulations for the Centre and the research team
  • Take initiative to identify opportunities to advance/promote the functions of the Centre and related programs
  • Maintain records of grants, scholarships, contracts and other funding initiatives
  • Serve as the Centres archiving coordinator by maintaining accurate records in accordance with the UofC's archive department retention and destruction policies
  • Disseminate accurate information, meets deadlines, keeps current in relevant areas, maintains and ensures essential records are kept, and maintains confidentiality in all matters

Qualifications / Requirements:

  • An undergraduate degree in business, science or related disciplines and administrative training or experience
  • As least 3-5 years of administrative experience is preferred
  • Thorough knowledge of Microsoft Office Applications. Knowledge of University core business systems such as PeopleSoft, eFIN, and Enterprise Reporting is advantageous
  • Excellent analytical, organizational and communication skills are required, as well as strong interpersonal skills
  • An understanding of University of Calgary policies, processes, procedures and requirements is essential
  • A proactive worker capable of managing multiple responsibilities and deadlines in accordance with established university guidelines is necessary
  • Strong customer service experience and skills are an asset

Application Deadline:  September 14, 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 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. For more information about the Schulich School of Engineering visit Careers in the Schulich School of Engineering


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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