Administrative Coordinator, Writing Symbols Lodge

Description

The Writing Symbols Lodge in Student Experience and Support is currently seeking a Full-time Regular Administrative Coordinator.

The Administrative Coordinator reports to the Manager of Writing Symbols Lodge. This is a 1.0 FTE permanent position, with a general work week schedule from Monday to Friday 8:30am to 4:30pm with occasional evening and weekend work required.

The Administrative Coordinator within the University of Calgary's Indigenous Student Centre - Writing Symbols Lodge - serves an important role on a dynamic team. Writing Symbols Lodge offers culturally-specific support within the University of Calgary and is part of the Student and Enrollment Services portfolio. The position plays a key and central role in operational aspects of the Lodge, and also helps to establish a welcome and culturally inclusive learning environment for Indigenous students, community visitors, volunteers, and the campus community as whole. The Administrative Coordinator is responsible for administrative support for the operation of Writing Symbols Lodge.  This includes providing general administrative support to the staff, responding to inquiries from the public and the campus community regarding programs and services, and offering basic assistance to Indigenous students seeking support services and campus information.  This position is responsible for the execution of basic budget transactions, maintenance of office records, and compliance to processes and policies related to general university administration and operations.  The position also oversees operational aspects of the facility, including facility maintenance, access, OHS, supplies, and equipment..  

As one of the first points of contact for Writing Symbols Lodge, this position welcomes visitors, manages and trains volunteers for the front desk reception, and provides information and assistance to the other units on campus regarding referrals to Traditional Knowledge Keepers and adherence to cultural protocol.  The position also assists in the planning and execution of special cultural events and contributes to special events on campus when appropriate. 

This role supports the continued indigenization of the University of Calgary. Click here to see more job opportunities with an Indigenous scope. 

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

Accountabilities:

The Administrative Assistant is accountable for:

• Smooth operation of day-to-day operations of Writing Symbols Lodge including monitoring cleanliness & security.
• Coordination of general communication and information between staff, students, and visitors (referrals and messages).
• Accuracy of unit-based financial transactions, including records and file keeping.
• Scheduling of appointments for advising and professional staff.
• Assisting with the organization of special events with a large emphasis on the Indigenous Graduation and Pow-wow, along with cultural ceremonies, and meetings.
• Ensuring unit records are maintained, which includes the archiving and maintenance of hard copy files, emails, and databases.
• Monitoring Writing Symbols Lodge communication materials to ensure printed materials and websites are up-to-date.
• Providing general administrative support to unit staff, including onboarding, budget processing, materials and supplies.
• Coordinating  facility maintenance to ensure compliance with Occupational Health and Safety and to ensure the smooth operations of the facility as a whole.
• Maintaining a welcoming environment for visitors, staff, students and the campus community as a whole.

Tasks and Duties:

• Provide general administrative support to all programs associated with Writing Symbols Lodge.
• Execute basic budget transactions and monitors expenditures; this includes working closely with accounts payable and receivable systems to enter cheque requisitions, process payments, deposit revenue, prepare invoices, and assist with budget reports.
• Manage inventory, supplies and purchasing and maintenance of office equipment; this includes ordering office supplies, maintaining accurate computer inventory lists.
• Coordinates the routine maintenance and repairs of office / computer equipment within Writing Symbols Lodge.
• Assists with onboarding of new staff.
• Maintains and updates central administrative general office files, including budget files, program files, fund development, maintenance, and facilities. 
• Provides training and supervision to volunteers, summer students and/or temporary or casual reception staff when appropriate.
• Participates, when appropriate, on various campus committees, relevant to the role.
• Assists with the administration and planning of special events and programs.
• Ensures that Writing Symbols Lodge office hours are maintained as per University policy.
• Ensures that the facilities of Writing Symbols Lodge are maintained and in good working condition, and communicates any requests for upgrades, repairs, keys, or housekeeping to the appropriate facilities manager.
• Coordinates Writing Symbols Lodge facilities in terms of access and room bookings, including the registration for the secure card access system, issuing and ordering keys, and maintaining calendar for boardrooms.
• Assists with the organization special working committees facilitated by Writing Symbols Lodge.
• Keeps records, and takes notes and minutes at staff meeting, working committee meetings, and special event planning meetings.
• Ensures smooth flow of information and community within Writing Symbols Lodge, which includes responding to routine inquiries and requests for information, student referrals, staff referrals and volunteer information.
• Works closely with the Manager and SES Marketing and Communications on the development of collateral and communications related to Writing Symbols Lodge.
• Assists with fund development, organization, budgeting, and administration planning of special events hosted by the Lodge.
• Assists with the organization and planning of the annual Indigenous student orientation.
• Monitors Writing Symbols Lodge communication materials to ensure printed materials and websites are up-to-date.
• Ensures that information collected, provided, recorded, and maintained by Writing Symbols Lodge (within scope of this position is securely stored and in compliance with the Freedom of Information and Protection of Privacy Act; ensure appropriate archival of department files.
• Maintains and updates all data base programs associated with Indigenous students accessing the services and facilities of Writing Symbols Lodge (this includes student and community mailing lists).
• As the first point of contact, the incumbent may upon occasion need to refer students to an appropriate student services office for additional support; therefore maintaining knowledge about other support services and programs available to students on campus is essential.

Qualifications / Requirements:

• This position requires a minimum college or business school diploma/certificate and three to five years of relevant work experience.
• The successful candidate must possess a high level of cultural awareness in relation to regional Indigenous protocols and Indigenous peoples.
• The ability to speak an Indigenous language is an asset to the position.
• Working knowledge of Indigenous cultures, ceremonies and practices within Treaty 7 Territory and additional territories.
• Experience working closely with an established network of Elders and Traditional Knowledge Keepers is essential for the position.
• Candidates should have a strong technical background in using office software, and business process systems.
• Work experience with general administrative processes involving file management, budget processing, and coordination of administrative tasks is essential. 

Application Deadline:  March 31, 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 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 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.