Administrative and Events Assistant, Hunter Hub for Entrepreneurial Thinking, VP Research

Position Overview

The Hunter Hub for Entrepreneurial Thinking in collaboration with VP Research invites applications for an Administrative and Events Assistant. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.

Created with a transformational gift from the Hunter Family Foundation in 2017, the Hunter Hub for Entrepreneurial Thinking is U Calgary’s community innovation hub that transforms lives and economies through fostering entrepreneurial thinking in students, faculty and the community. Our mission is to cultivate and support game-changing innovators and accelerate their ideas from conception to impact. Located in the Vice-President Research portfolio, the Hunter Hub contributes directly to the University of Calgary’s strategic vision to be the most entrepreneurial university in Canada. 

Reporting to the Manager, Operations, and working in collaboration with the Office of Vice President (Research), the Hunter Hub team, and across all innovation areas and faculties of the university, the Administrative and Events Assistant will support general administration and events support, financial administration, and reporting and database administration to ensure smooth, efficient, and effective operations for the Hunter Hub. 

This position is part of a growing team in a fast-moving, innovative environment with a high volume of visible, complex work. There will be competing demands based on multiple deadlines and the incumbent must offer exceptional client service and communicate regularly with many stakeholders with a high degree of professionalism and judgement. Work hours are 9:00am-5:00pm (opening hours of the Hunter Hub); the position will involve some flexible work hours (i.e. early mornings, weeknights, weekends) to accommodate events.

Position Description

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

Administrative and Events Assistant 

• Receptionist duties in the Hunter Hub Collision space (from 9:00am-5:00pm Monday through Friday) and maintenance of central email address to provide visitors, Hunter Hub staff and UCalgary community support in a professional, courteous, proactive and positive manner; provides relevant University of Calgary policy and program information to space clients, students, and community.
• Maintain office and IT supplies including but not limited to conducting monthly and yearly inventory, equipment maintenance, filing receipts and vendor contracts.
• Maintain space bookings and events calendar; Maintain and set up the Collision Space as needed for events, hot desking; Submit requests for space and facility service as needed; Ensure Health & Safety standards are met and initiate safety procedures for area needed for COVID or other situations including emergencies. 
• Support the execution of Hunter Hub events and programs (online and in-person) as required, including logistics and vendors; agendas, event briefs or programs; invitation and registration of guests, speakers and/or participants.
• Organize and maintain all displays and presentation materials in the Hunter Hub Collision space and at external events, where required.
• Provide Hunter Hub leadership and staff with administrative support as needed; Support recruitment and coordinate onboarding of new staff members; Prepare correspondence, filing and other administrative support; Support scheduling and logistics for meetings including taking meeting minutes as required.

Financial Administration

• Set up new vendors and process accounting purchase orders, expenses, invoices and payment requisitions in a timely manner into the U of C accounting system.
• Timely ordering of all supplies for the office (equipment and general office).
• Process basic journal entries in PeopleSoft.
• General administrative duties including liaising with other University of Calgary departments for work requests and information.

Database Administration

• Maintain and update files and database.
• Prepare and present regular status reports, dashboards, analytics and other documentation; provide timely and accurate information and updates to leadership.

Qualifications / Requirements:

• University degree required; Business administration or events management focus an asset.
• 2+ years of administrative or events experience (i.e. event facilities, catering, banquets) in the hospitality industry or internal University department required.
• Collaborative, courteous relationship builder with exceptionally strong interpersonal and communication skills.
• Proactive and energetic self-starter dedicated to superior client service and able to successfully manage multiple competing priorities with minimal supervision and direction, who strives to exceed the needs of all stakeholders and partners.
• Excellent verbal and written skills are required.
• Knowledge of entrepreneurship (or experience as an entrepreneur) an asset.
• Proficiency in computer programs including Microsoft Office Suite, and general knowledge and comfort working with other systems is required. 
• Database administration experience required; database management an asset.
• Must be flexible and work well in a team environment.
• Knowledge of the University culture and environment is an asset. 

Application Deadline:  April 8, 2022

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. 

COVIDSafe Campus Strategy

The University has implemented a new Vaccination Directive that requires all faculty and staff to be fully vaccinated against COVID-19 by January 1, 2022. You will be required to upload proof of vaccination prior to commencing your duties. Please review the COVIDSafe Campus website for further information and access to additional resources.

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 ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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.

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.