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Manager, Administration, Alberta Children's Hospital Research Institute, Cumming School of Medicine

Job ID: 24808

Updated: January 14, 2022

Location: Foothills Campus

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

The Alberta Children's Hospital Research Institute in the Cumming School of Medicine invites applications for a Manager, Administration. This Full-time Fixed Term position is for approximately 24 months (based on length of grant funding), with the possibility of extension.

The ACHRI Manager of Administration will report to the Director of ACHRI.

As a key member of the ACHRI team, the ACHRI Manager, Administration provides senior level organizational support across all aspects of the ACHRI Director’s portfolio. This includes the management and integration of the Director’s clinical and research schedules both under Alberta Health Services and the University of Calgary calendars to ensure accurate and timely execution. Misalignment can cause serious consequences in clinical patient care.

The ACHRI Manager of Administration works with the Operational Leadership team to plan events supporting the broad child health research strategy, which includes multiple faculties, as well as provincial, national and international partners.

Position Description

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

Workflow Management, Clinical and Research

  • Prioritizes and schedules appointments, meetings, seminars, and conferences, balancing the Director’s diverse responsibilities: leadership on international, national and university levels, clinical research management, clinical care commitments and Institute leadership accountabilities

  • Employs judgment in overseeing the time of the Director by appropriately prioritizing incoming correspondence and appointment requests based on urgency and importance

  • Identifies and books appropriate delegates in case of scheduling conflicts as representative to the Director, ACHRI

  • Ensures the Director is duly informed of scheduled meetings, appointments, and travel itineraries, and works ahead to assemble the required documentation and briefing notes

  • Leads the coordination of ACHRI Leadership Committees and Meetings

    • ACHRI Strategic Advisory Board and Executive Committee

    • Monthly Full Team meetings (Scientific/Education/Ops)

    • Meetings called/led by Scientific Directors, as requested

    • Any ad-hoc committees or meetings called by the Director

  • Provides regular communications via email, telephone, virtual platforms and in person with administrative staff, as they are in ACHRI locations off site

  • Maintains and updates all contact lists relevant for the Director’s diverse responsibilities

  • Drafts routine correspondence in preparation for signature on behalf of the Director

Child Health Initiative Strategy

  • With Ops team, plans and executes large events with collaborators of ACHRI’s child health initiative: ACHRI Research retreats, ACHRI symposiums, special events (such as the Gairdner Awards) and other initiatives that showcase the work of the Institute

  • Draft invitations to world class speakers, liaises with invited speakers and partners, creates itineraries, and, with ACHRI Admin Coordinator, makes travel arrangements and processes expense reimbursements

  • Coordinate information from strategy meetings for the ACHRI Communications team for distribution

  • Organize stakeholder meetings related to strategy development and ensure emerging issues of importance and sensitivity are prioritized

  • Occasional on-site attendance to facilitate national or international child health related events hosted by the Director and/or Co-Directors

  • Document minutes from strategy meetings and organize information packages to be disseminated to key internal and external stakeholders

HR Management & Leadership

  • As the Reports-to Manager for ACHRI administrative staff, provides mentorship, support  and help to manage workflow of the Admin Team to ensure ACHRI objectives and measurables are set and met

  • In absence of the Manager, Business Operations, provides administrative oversight and human resource management and processes for ACHRI Ops team

  • Coordinates annual performance reviews for all the direct reports to the Director, and schedules regular meetings with these individuals

  • Consults with HR Services on AUPE and MaPS in understanding and interpreting the collective agreements

  • Creates and provides tools to enable other ACHRI managers in staff recruitment processes, job classifications, onboarding processes, while ensuring compliance with HR Services

Qualifications / Requirements:

  • Post-secondary training and/or 8 to 10 years of progressive administrative support experience (a combination of high-level skills and experience will be considered)
  • Strong experience in high-level coordination and administrative leadership within provincial health care system and/or post-secondary, research and unionized environments
  • Proven ability to work well under pressure, in a fast-paced environment with many conflicting priorities, meeting internal and external deadlines
  • Leadership skills, including demonstrated ability and comfort with decision-making responsibilities
  • Proven ability to work independently and be accountable for delivery of results
  • Excellent organizational, analytical and problem-solving skills maintaining accuracy and attention to detail
  • Exceptional professional communication and interpersonal skills
  • In-depth knowledge and experience of university policies, procedures and core business systems
  • Ability to remain calm in demanding situations, and appropriately deal with stress resulting from these situations
  • Demonstrated communications skills, with an ability to exercise excellent interpersonal skills
  • Demonstrated ability to manage multiple projects and major events, set priorities and be proactive to meet deadlines
  • Previous experience in a university and/or clinical health care environment is an asset
  • Ability to use discretion with confidential material, a high level of professionalism and a strong work ethic demonstrating diplomacy and good judgment
  • Advanced skills in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, Visio), Internet skills, PeopleSoft and eProcurement Systems

Application Deadline:  January 28, 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 classified in the Management Career Band, Level 1 of the Management and Professional Staff Career Framework. 

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 Cumming School of Medicine visit Careers in the Cumming School of Medicine.

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.

 

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