Administrative Coordinator, School of Public Policy

Description

The School of Public Policy is currently seeking a Full-time Staff Limited Term Administrative Coordinator for approximately 10 months. Renewal of this position will be subject to available funding.

The Administrative Coordinator reports to the Associate Director of the SPP and is a member of the Operations Team, providing administrative support to SPP, in particular responsible for the reception duties. This position ensures that the Associate Director, Directors of Policy (Economic and Fiscal, International, Energy, Social and Health, Canadian Governance), and leadership of the executive certificate of public policy program receive administrative support that meeting its operational needs. This is a regular full time on campus position (Monday through Friday), along with occasional after-hours work.

The Administrative Coordinator works with internal and external actors within the SPP and beyond, to help facilitate and execute operational aspects of projects and programming under the direction of the Associate Director of the SPP. This role is further responsible for supporting Directors of Policy (Economic and Fiscal, International, Energy, Social and Health, Canadian Governance) in meeting scheduling, planning, organizing, and monitoring of budgets and financial processing for program areas ranging from internal operations to externally focused projects and initiatives. A key aspect of this involves implementing and maintaining clear logistic and administrative procedures.

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

• Greet and direct all visitors to the area courteously and professionally.
• Answer and screen telephone calls and emails, taking necessary and appropriate action.
• Acts as a resource for our stakeholders, guests, alumni, students, faculty and staff, providing direction and support where needed.
• Orders catering for meetings and internal staff events.
• Submit maintenance requests, and manage office vendors including stationary supplies, water, shredding, and coffee suppliers.
• Oversee boardrooms, meeting rooms, mailroom and reception area, ensuring they are stocked with supplies.
• Responsible for submitting building access requests, mailing lists updates, and tracking office keys.
• Process incoming and outgoing mail and couriers.
• Provide support and backup to other Operations team members during busy times.
• Provide administrative support for the Associate Director, Research Director and Director, Business Operations that includes:
• Maintain calendars, schedule appointments/meetings and other calendar functions.
• Ensure they are informed of meetings and appointments, making certain that work is prepared in advance of these activities and required logistics and materials have been assembled.
• Coordinate meetings including scheduling and setting up the appropriate modality (e.g. Zoom, MS Teams), preparing agendas and minutes and following up on action items.
• Coordinate travel arrangements when required.
• Assist with communications (emails, letters) and prepare and edit presentations and reports.
• Responsible for corporate credit card and timely reconciliation.
• Maintain awareness of upcoming events and internal/external meetings related to the School.
• Develop and initiate changes to processes to gain efficiency, both for own portfolio and for individual projects.
• Ensure continuous development and streamlining of administrative processes, procedures, and workflow.
• Provide meeting room and classroom support including VC equipment, materials and supplies, room bookings, room setup and clean-up.
• Manage IT and phone equipment inventory.
• Provides administrative support to Directors of Policy (Economic and Fiscal, International, Energy, Social and Health, Canadian Governance),
• Implements other administrative projects as assigned by the Associate Director of SPP as needed.
• Coordinate operational tasks to ensure project delivery within allotted budgets, commitments, and timelines while dealing with multiple, shifting priorities.
• Coordinate logistic and administrative procedures.
• Provide guidance to ensure internal team members understand university processes and external parties are compliant with University standards and procedures.
• Advise teams and stakeholders on efficient use of the University's business systems.
• Ongoing assessment and refinement of logistic and administrative procedures.
• Maintain clear and accurate operations documents and procedures for reference purposes.
• Draft approvals, arrange supplier setup, and compile required documentation for necessary financial procedures.
• Responsible for tracking budgets and managing purchasing.
• Responsible for managing requisitions, expense claims, requisition invoices, credit card reconciliations, and other interrelated tasks.
• Coordinate across the University Finance ecosystem, vendors, and service providers.
• Draft and shepherd honoraria processes for external consultants and partners.
• Support grant, research, and project proposal budgeting, as required.
• Ensure is kept informed on operational activities and financial statuses.
• Performing other duties as required by program operations and assigned by the SPP Director or SPP Associate Director.

Qualifications / Requirements:

• Post-secondary diploma in business, human services, and other relevant areas.
• Other credentials considered an asset.
• Experience working in a university setting.
• Strong verbal and written communication skills, organizational skills, problem solving skills and interpersonal skills required.
• Ability to receive direction and feedback, collaborate with others in setting goals, and work effectively with team members to achieve agreed upon goals.
• Ability to work independently and promote good teamwork: discerning prioritization.
• Aptitude for work in a fast-paced environment with shifting priorities: ability to multi-task.
• Ability to plan, organize, coordinate and perform work with minimal direction.
• Advanced skills in Microsoft Word, PowerPoint, Excel and Outlook Calendar.

Application Deadline:  May 13, 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.