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Administrative Coordinator, Emergency Management, Risk

Job ID: 17061

Updated: December 4, 2018

Location: Main Campus

Position Overview

The Emergency Management Team is currently seeking a Full-time Regular Administrative Coordinator .

The EM Administrative Coordinator reports directly to the Director, Emergency Management and works autonomously in most of their day to day responsibilities, escalating only complex issues to other EM team members or the Director.

This position works closely with a variety of internal stakeholder teams, as well as external stakeholders such as Federal and Provincial agencies, municipal inspectors, third party consultants, etc., thus requiring positive working and problem-solving relationships with team members, internal colleagues and external clients. The impact of error is high and there is moderate stress.

The EM Administrative Coordinator will be required to work the core hours of 8:30 a.m. to 4:30 p.m. Monday through Friday.

Position Description

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

Administrative Support

  • Respond to front line inquiries, triaging requests and incidents
  • Effective and efficient planning, coordination and management of all elements of the Directors office and Emergency Management Team
  • Coordinate meetings, prepare agendas, taking and transcribing minutes and following up on action items
  • Prepare correspondence in a professional, articulate manner on behalf of the Director and Emergency Management Team
  • Manage requests for information efficiently, demonstrating strong judgment and discretion on confidential issues
  • Document preparation and coordination for the Director and Emergency Management Team for meetings, committees and other commitments
  • Management of financial responsibilities of the portfolio such as paying invoices and expense reports
  • Responsible for the development, implementation and maintenance of the departmental document management system
  • Continuously monitors the administrative processes for the department and where required, takes the initiative to streamline and re-engineer the processes to increase efficiency and effectiveness
  • Act as primary liaison for EM Department for other University functions such as housekeeping, maintenance, Information Technology, Facilities Management, etc
  • Order all office supplies, catering and other materials within budget parameters and ensures accurate and timely processing of related invoices
  • Coordinate all conference registrations, membership renewals and travel arrangements for department and stakeholders
  • Maintain and update the department web page, document templates and other communication tools used by the department
  • Maintain contact lists for stakeholders and emergency response

Program Support

  • Ensure logistical readiness of the Emergency Operations Group and Crisis Management Team
  • Assist various team members and external stakeholders with the development and distribution of promotional materials
  • Oversee and maintain administration of the Emergency Warden Program
  • Coordinate and support Instructor Led training sessions including but not limited to the Emergency Warden Program, Fire Extinguisher Training, Personal Safety Awareness, Crisis Management Team and the Emergency Operations Group, including creating classes in Enterprise Learning Management (ELM)

Qualifications / Requirements:

  • Minimum 5 years of related experience in an office coordination position
  • Completion of an office administration course from a recognized institution, or equivalent experience
  • Advanced computers skills, specifically with Microsoft Office Suite and SharePoint
  • Knowledge of electronic filing systems and databases is an asset
  • Experience working in the Public Sector is an asset
  • 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
  • Highly developed organizational, analytical and problem solving skills
  • Demonstrate strong communication, team, and customer service skills
  • Exceptional interpersonal and organizational skills

Application Deadline: December 18, 2018

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.


Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational / Administrative Job Family, Phase III.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website .

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit .

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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