Administrative & Finance Coordinator, Distributed Learning & Rural Initiatives

Description

The Office of Distributed Learning & Rural Initiatives (DLRI)  in the Cumming School of Medicine invites applications for a Administrative & Finance Coordinator. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.

The Department of Distributed Learning & Rural Initiatives (DLRI) enhances the recruitment and retention of physicians in rural Alberta by providing opportunities for medical learners to experience rural medical education and provide rural and regional physicians with the opportunity to participate in the education process. DLRI scope includes the Rural Initiatives Program, Rural Integrated Community Clerkship (UCLIC), Royal College Initiatives, medical education research, and faculty development.

The Administrative & Finance Coordinator has day-to-day accountability to and guidance from the Manager, Business and Operations, while reporting to the Team Lead, Community Engagement. This role provides administrative and operational support for the Associate Dean, Assistant Dean, Manager and Team Lead(s), as well as core operational support for the DLRI team. This position works closely with DLRI staff to support the administrative needs of the team during peak periods.

This role of Administrative & Finance Coordinator is the primary contact for the DLRI office. There is a high volume of work done with minimal supervision that requires a high degree of decision-making skill and use of tact and good judgement. Constant shifting priorities require professionalism, confidentiality, maturity and diplomacy for interactions with a broad spectrum of issues, learners, preceptors and organizations.

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

Administrative Support:

• Manage the Associate and Assistant Dean's calendar, meetings, and travel logistics
• Prepare and distribute meeting agendas, minutes, and communications
• Coordinate internal services and onboarding processes
• Support planning and execution of departmental events, conferences, and meetings

Financial Coordination:

• Process invoices, purchase orders, travel and personal expense reports, and journal entries
• Reconcile P-Card and T&E statements ensuring timely and accurate submissions
• Maintain detailed and organized procurement and financial records
• Track budgets for departmental programs and initiatives (Rural Awards, SIM & Equipment Funding, etc.)
• Assist the Manager and Finance & Business Specialist in quarterly financial reporting and budget forecasting
• Liaise with vendors and supply chain services to resolve payment and contract issues
• Ensure compliance with UCalgary procurement and financial policies
• Reviews Invoices for completeness and accuracy and processes them in a timely manner
• Maintains detailed procurement records, ensuring all activities are tracked and financial transactions are processed for the Rural Awards Program, SIM and Equipment Funding and Rural Health Research Funding

Project and Operational Support:

• Develop process documentation and maintain internal workflows
• Monitor contract status and coordinate signing and record retention
• Work collaboratively with DLRI team to support ongoing and ad hoc projects
• Provide support for surveys and data collection in collaboration with Research Associate
• As other programs develop, may assume additional project responsibilities

Qualifications / Requirements:

• Related post-secondary certificate, diploma or degree in Business Administration or related field required
• Minimum 3-5 years progressive administrative and financial coordination roles, preferably within a post- secondary or public-sector environment is required
• Demonstrated knowledge and experience with financial systems and reporting tools (PeopleSoft, SharePoint etc.)
• Experienced in taking and preparing formal minutes of meetings is required
• Advanced interpersonal, organizational and time management skills with the ability to set priorities and meet constant, shifting deadlines
• Ability to work independently, exercising initiative and good judgment
• Proven ability to work as part of a team and be flexible to meet the multiple demands of the role
• Ability to work well under pressure and handle shifting priorities with tight deadlines
• Strong analytical and financial reconciliation skills; accuracy and attention to detail essential
• Demonstrated professionalism, tact, judgement and attention to detail with the ability to consistently produce work with a high degree of accuracy are essential
• Advanced proficiency of MS Office programs (Word, Excel, and Access) is required
• Experience with online collaboration tools: MS teams, Zoom
• Flexible in evolving duties and expectations
• Strong written and verbal communication skills are a necessity
• Excellent proof-reading/editing skills is considered an asset

Application Deadline:  June 27, 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.