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HYRS Assistant, Office of Research Services, VP Research

Job ID: 17514

Updated: February 8, 2019

Location: Main Campus

Position Overview

The Office of Research Services in VP Research is currently seeking a Recurring Part-time HYRS Assistant.

Reporting to the Specialist, Internal Grants and Training Programs, with in-scope supervision provided by the Senior Research Grants Officer, the HYRS Assistant will provide administrative support to ensure effective operation of the Alberta Innovates Heritage Youth Researcher Summer (HYRS) and Summer Research Studentship (SRS) programs managed by Research Services, and similar duties as assigned.

The HYRS program is designed for motivated Grade 11 students in Alberta high schools to gain first-hand experience with biomedical and health research, and to introduce them to career opportunities in research. Students will work in a University lab doing cutting-edge research, and participants will meet at least once a week for a variety of activities to broaden and enhance their research experience. The SRS program provides a summer stipend to motivated students with exceptional academic records so they may participate in medical or health-related research at the University.

Hours of work will be 35 hours per week May - August 2019, reducing to part time after the summer.

Position Description

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

Administrative Support:

  • Provides administrative support to the Internal Awards team including calendaring, requests for meetings, correspondence preparation and tracking, reminders on key deadlines, etc.
  • The position supports processing of student payments (stipends, scholarships, graduate assistantships, etc.), thus, high accuracy and attention to detail are required (in particular financial details such as payment amounts and general ledger chart fields), as is strong record keeping skills and an ability to meet strict University student payment deadlines. There is a degree of complexity in relation to policies, guidelines, tax implications, and administrative processes around student payments.
  • Makes arrangements for guest speakers invited to speak to the HYRS cohort, including booking rooms and processing any related expense claims.
  • Supports the Senior Research Awards Officer with coordination and facilitation of the HYRS Selection Committee meeting, and any related information sessions. Typical tasks include scheduling, room bookings, arranging catering, distribution of meeting materials, and recording minutes for meetings.
  • Maintains currency of the HYRS student & supervisor email distribution list, and makes edits to the Procedures Manual as directed by the Senior Research Awards Officer.
  • Produces and distributes the weekly HYRS e-update and provides administrative assistance for other HYRS and SRS program communications, as required.

Student Advising:

  • Acts as the daily contact point for HYRS participants - students, direct supervisors, and faculty mentors - to address concerns, questions and provide guidance.
  • Coordinates program activities and provides supervision of the participants during all scheduled non-laboratory HYRS activities.
  • Assists with the circulation and collection of necessary Risk Management, HR, and Environmental Health and Safety forms from all participants and their supervisors prior to participants entering the laboratory.
  • Collects and verifies student timesheets to ensure hourly commitments are being met and to quickly address errors and omissions.

Residence Advisor:

  • Act as a live-in residence advisor for HYRS students, who are minors, staying in on-campus housing for the duration of the program (July - August).
  • Knowing residence policies for minors in residence and safety procedures.
  • Checking students in and out at the beginning and end of their stay in residence, checking students in and out each day, ensuring student compliance with Residence terms and conditions, serving as an on-site contact for residence staff, and notifying relevant authorities, parents, and residence staff in the case of emergencies.
  • If the HYRS Assistant is required to act as residence advisor, the Research Services Office will pay for the accommodations.

Program and Event Coordination:

  • Assists with the day-to-day support of the HYRS program and events offered by the Research Services Office, including: new student welcome and orientation sessions, Teacher's Day, Open House, Brown Bag Lunches, Lab Tours, etc. Typical tasks include booking rooms, arranging AV support and catering, preparing guest / speaker itineraries, etc. Supports the development of briefing notes for VIPs attending select events.

Qualifications / Requirements:

  • Enrolled in or graduating from an undergraduate or graduate degree in a health-related field.
  • Experience, as a student, conducting research in a laboratory setting is required.
  • Some administrative experience, with an emphasis on organization and records keeping, is required.
  • Previous participation in HYRS (or an equivalent program) and an excellent academic record are strong assets.
  • Experience with public relations and special event planning is an asset.
  • Ability to communicate effectively and professionally, in group and one-on-one settings, with members of the public and with students, faculty members, and non-academic staff across the University is required.
  • Demonstrated ability to work independently in a fast-paced and deadline-driven environment, coordinate/prioritize multiple tasks with interruptions from phone calls, drop-ins, etc. is required.
  • Strong understanding of University obligations, policies, and procedures relevant to student (adult and youth/minors) research is preferred, or demonstrated ability to learn in a timely and effective manner.
  • Strong data entry skills, record keeping, and attention to detail are essential.
  • Proficiency with PeopleSoft and MS Office (in particular Outlook, Word, and Excel) is required.

Application Deadline:  February 22, 2019

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 II.

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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