Administrative Assistant, Libin Cardiovascular Institute

Description

The Libin Cardiovascular Institute in the Cumming School of Medicine invites applications for an Administrative Assistant. This Part-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.

The Libin Cardiovascular Institute is a joint entity of Alberta Health Services and the University of Calgary. Our members include physicians, clinicians, researchers and trainees. The Administrative Assistant will support the administrative needs of the Libin Cardiovascular Institute and its primary initiatives; Precision Medicine, Women's Cardiovascular Health, Person to Population and Clinical Innovation.

The Libin Cardiovascular Institute administrative assistant would support the three operational leaders of the institute and their initiatives, as well as the Institute Director as needed. This position is a 0.8FTE (Tuesday-Friday) with potential for hybrid work arrangements. The nature of the team and position require creative problem-solving, and the ability to adapt to changing circumstances and navigate competing priorities. The position requires initiative, confidence, and the ability to work with a diversity of stakeholders at multiple institutions and in both clinical and research environments.

The Administrative Assistant will be responsible for supporting projects and specific and general activities within the LCI.  

Reporting to the Senior Manager, Business and Operations, the Administrative Assistant will support general administrative work for the LCI. It is anticipated that the Administrative Assistant will be involved in several projects at any given time. 

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

Meeting Management:

• Use judgement to book meetings, based on the availability of participants (e.g., in person vs. remote), and room availability
• Use scheduling and poll software to coordinate with meeting attendees and recommend the best options to leadership to create calendar invitations with appropriate information and documentation as relevant
• Use superior organization and time management to plan ahead of scheduled meetings and assemble the required documentation and briefing notes
• Attend meetings as requested to provide support for setup, note taking, meeting summaries, circulating follow-up documentation, and compiling feedback

Travel Arrangement Management:

• Manage travel arrangements and expense report processing for LCI leadership
• Coordinate and manage travel and accommodations for guest speakers or visitors to LCI, and ensure their reimbursements are processed in a timely manner

Financial Support:

• Support LCI leadership with financial administrative tasks, including reconciling credit cards, submitting journal transfers, monitoring account spending on eFIN, invoice processing and expense reimbursement
• Other tasks may include communicating with RSO, CSM legal, finance to support or keep track of new account or project setup, status updates on legal agreements, status updates and monitoring of contracts that go through procurement for review 

Project Administration Support:

• Coordinating relevant documents for advisory committees, including meeting packages, summaries, and email communication and compiling of feedback from members and stakeholders
• Attend team meetings and assist in providing summaries, compiling team input to inform project plans and other internal workflow documents to optimize the team processes
• Provide support to project administrative needs on shared project tracking software

Office Coordination Support:

• Assist in purchasing or arranging with internal UC resources for necessary furniture, equipment, supplies, and other items required for the optimal functioning of the team
• Submit internal work orders and requests for services, cleaning, disposal, etc as needed
• Work with LCI leadership to support office use, booking systems for shared space, and arrangements for drop-in needs to LCI office and work areas
• Represent the LCI as the on-site contact/support person as needed

Qualifications / Requirements:

• Post Secondary Certificate/Diploma/Degree High school diploma required, some post secondary education preferred
• Minimum 2 years of related administrative experience
• Previous experience at the University of Calgary, including familiarity with university systems (e.g., IRISS, SharePoint, PeopleSoft) and policies, is an asset
• Advanced communication, interpersonal, and customer service skills are critical
• Highly developed time management and organizational skills with excellent attention to detail and the ability to set priorities and meet the needs of multiple investigators is essential
• Highly developed problem solving and analytical skills with proven ability to adapt quickly to changing priorities in an effective manner is critical
• Ability to relationship build to meet the administrative requests of others and develop strong positive working relationships is essential
• Demonstrated ability to take initiative is essential. Demonstrated capability to manage multiple projects and major events proactively, ensuring deadlines are met
• Ability to handle confidential materials with discretion, maintain professionalism, and demonstrate sound judgment and diplomacy
• Experience with Canva, Prezi or Keynote would be an asset
• Experience with project management software would be an asset

Application Deadline:  February 11, 2025

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 2.

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 Institutional Commitments ([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.