Administrative Coordinator, CDL-Rockies- Haskayne School of Business

Description

The Haskayne School of Business is currently seeking a Full-time Limited Term Administrative Coordinator, CDL-Rockies for approximately 12 months.

This Full-time Fixed Term position for approximately 12 months (based on the length of grant funding), with the possibility of extension. This position normally works Monday to Friday, 8:30 A.M. to 4:30 P.M, 7 hours per day (35 hours per week), although extended or alternative hours (evenings and weekends) will be required based on the needs of the CDL team.

Based out of the Haskayne School of Business, the Creative Destruction Lab - Rockies (CDL-Rockies) is a not-for-profit organization that operates three mentorship-based programs, Nurture, CDL and Haskayne ScaleUp, designed to help deep-science and -technology ventures at different stages, accelerate their speed of commercialization. Housed within the Haskayne School of Business, CDL-Rockies attracts some of the world's top innovators, investors, partners and business leaders through its programs.

CDL-Rockies is based on the original CDL model, which was developed at the Rotman School of Management at the University of Toronto in Globally, the CDL network includes sites located in top business and management schools across the globe with five sites in Canada; two in the United States; three in Europe; and one in Australia.

This position is part of the AUPE Collective Bargaining Unit. Due to the nature of the work, this position may experience occasional irregular workweeks, which will require the ability to be flexible in order to accommodate special events that could occur outside the regular workday.

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

• Administer and manage the submission of purchase orders requisitions, requisition invoices update invoice logs, requisition journal entries
• Aids in developing new processes that enable budget and financial tracking, reconciliation, and reporting
• Support funding reporting for all CDL-Rockies programs receiving government, private or corporate funding
• Aids in the contract and invoice management of all government, private or corporate funding partners in collaboration with Haskayne
• Under the direction of the Site Lead, administers the onboarding and off-boarding of team members including opening and closing of accounts with CDL; coordination with facilities, IT, and other University agencies
• Responsible for completing all expense reconciliation, travel arrangements on behalf of CDL Directors or equivalent positions
• Handle all aspects of ScaleUp participation fee billing
• Manage common inboxes
• Acts as the main POC contact with the facilitie's team on behalf of the Site Lead
• Inventory management of all merchandise and equipment including recommending purchases and completing orders once authorized by the Director of Stakeholder Engagement
• Responsible for completing routine supply orders, invoices and contracts and managing all shipping/receiving. This involves coordination with various university teams including finance and supply chain
• Maintains an effective communications, filing and records system, ensuring up to date contact information on all stakeholders as needed
• Prioritizes work, meets deadlines, maintains accuracy and uses creativity and innovation to ensure success in meeting the goals and objectives of CDL-Rockies
• Manages own time effectively and ensures that the Site Lead is kept informed of activities and progress of work
• Completes logistic work leading up to CDL-Rockies program events, including sessions and intensives: ensuring that room bookings (including classrooms), AV, and catering are set according to event requirements and equivalent tasks for virtual events. This involves coordination with various Haskayne teams, including events and facilities
• Complete expense reporting for all event, merchandise, and operations-related reconciliations, and manage all relationships with vendors
• Assist in the process of creating name tents, name badges, badges, directional signage, meeting supplies (ie: binders) and printing materials for CDL-Rockies program events
• Responsible for securing hotel/airline/transport arrangements for all applicable guests or attending groups for sessions such as out-of-town MBAs
• Assists in the setup of virtual events
• Assists with in-person session execution by filling a variety of roles including greeting, ushering, slack entries, etc. and acts in similar roles for virtual sessions
• Establishes and maintains effective, productive relationships with staff, peers, senior management, the community in general and CDL Global
• Represents CDL-Rockies in a professional manner at internal and external event
• Greet all visitors at the Rockies Suite while in the office

Qualifications / Requirements:

• Undergraduate degree or equivalent combination of skills and experience
• A minimum of 4 years of progressive administrative experience, preferably at the University of Calgary
• 1-3 years of basic accounting or financial analysis experience
• Experience in financial reporting for government grants is an asset
• Experience in supporting the planning and executing of large in-person events for high-profile stakeholders is required
• Experience in coordinating, organizing, and executing virtual events using Zoom is required
• Experience working with or for a start-up venture an asset
• Intermediate/advanced skills in Microsoft Office programs, including Excel and PowerPoint is required
• Experience and advanced knowledge with UCalgary PeopleSoft and eProcurement systems is required
• Advanced skills and knowledge of select communications and records management technologies including Slack, G Suite, Airtable, and Salesforce is required
• Strong organizational and communication skills are required as all tasks performed require close attention to detail and consistent follow-up.
• Strong organizational skills required
• Demonstrated strong communication skills (oral and written) and has experience working in a team environment required
• Understand and maintain confidentiality, demonstrating diplomacy and good judgment required
• Ability to prioritize tasks and manage schedule with competing deadlines and project timelines required
• Ability to focus with constant disruptions required

Application Deadline: December 06, 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 Operations Administration 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 .

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups . Start something today at the University of Calgary. For more information, visit ucalgary.ca .

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ( [email protected] ) and requests for accommodations can be sent to Human Resources ( [email protected] ).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.