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Administrative Coordinator, Biological Sciences, Faculty of Science

Job ID: 19260

Updated: September 11, 2019

Location: Main Campus

Position Overview

The Department of Biological Sciences in the Faculty of Science invites applications for an Administrative Coordinator . This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.

This position reports to the Principal Investigator (PI), and provides administrative support for research projects including AIHS Chair in Metabolomics, LSARP, GAPP, WD. The Coordinator is responsible for providing a variety of services supporting general lab operations, publications, events (meetings, seminars and workshops), travel, graduate and undergraduate students as well as following established policies on project expenditures within the framework of procedures for the University, the Department of Biological Sciences and the Funding Agencies.

Position Description

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

General Operations/Research Initiatives

  • Respond courteously, accurately and in a timely manner to all inquiries
  • Communicate continually with and for the PI, sharing ideas and providing recommendations related to project matters
  • Point of contact for external inquiries
  • Organize, work with the team on and distribute promotional materials (posters, brochures, web)
  • Organize and schedule seminars, workshops, research meetings and special events
  • Maintain database, email lists and PI/team research webpages
  • Distribute and disseminate information, documents, reports as required to stakeholders on issues or matters of mutual interest and importance
  • Assist with compiling project reports and reporting to funding organization
  • Assist the PI with formatting and updating on the web (CV and publications)
  • Compile and collate research/project reports
  • Oversee the PI's calendar and schedule meetings as requested
  • Check project activity to ensure appropriate funds are available before processing expenses
  • Assist with travel arrangement for the PI, group and invited scholars
  • Liaise with the Postdoc office on postdoc appointments and extensions
  • Process scholarship payments for students via PeopleSoft
  • Work closely with University departments and other contacts on and off campus ensuring that any problems pertaining to eProcurement and Cost Recovery are dealt with in a speedy, accurate and professional manner
  • Process, receive and reconcile purchase orders through the PeopleSoft eProcurement system or PCard Program
  • Submit and follow up on expense and travel claims as a delegate for the PI
  • Assist students and team members in the preparation and processing of PeopleSoft expense and travel claims; ensure compliance with University and funding agency guidelines and regulations
  • Arrange and process non-employee payments for visitors and collaborators
  • Follow the University General Ledger Journal Entry (including IDB) process and oversee compliance
  • Manage own time effectively to accomplish tasks


  • Liaise with other support departments on campus such as the Department of Biology, Faculty of Science, Integrated Service Centre, Research Services, Research Accounting, Human Resources and Payroll, and Information Technologies
  • Pleasantly and respectfully interact with colleagues, students and members of the University community and external collaborators
  • Promote a positive work environment
  • Ability to take initiative, make decisions and adapt to change

Document and Data Management

  • Monitor and maintain project files and records from initial project start date, ensuring that all deadlines and requirements are met
  • Retain, distribute and destroy all documentation in accordance with agency and university records management policies and procedures

Qualifications / Requirements:

  • A post-secondary education, or equivalent knowledge through work experience
  • 3 to 5 years of previous experience with office procedures and computer applications
  • Excellent working knowledge of Microsoft Office applications (Word, Excel, Outlook), PeopleSoft, Adobe Acrobat, and Google Calendar is required
  • Good working knowledge of web, content presentation and update of content
  • Knowledge of the University's policies and procedures is an asset
  • Strong accounting skills would be considered an asset
  • Flexibility to work in an environment with frequent and on-going interruptions while maintaining strong attention to detail
  • Excellent verbal and written communication skills are essential
  • Sound judgment and sensitivity to diversity issues are required when dealing with colleagues, students
  • Interpersonal skills and the ability to work both independently and as part of a team
  • Ability to work well under pressure; handle multiple tasks and changing priorities with tight time frames; plan and organize effectively
  • Solid communication and problem solving skills
  • Ability to compile, draft and maintain correspondence, spreadsheets, reports, presentations, and minutes

Application Deadline: September 18, 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 3.

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. For more information about the Faculty of Science visit Careers in the Faculty of Science.

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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