Administrative Coordinator, Taylor Institute

Position Overview
The Office of Experiential Learning in the Taylor Institute for Teaching and Learning is currently seeking a Full-time Regular Administrative Coordinator .
This position will be responsible for the set-up and implementation of the administrative functions within the office, and as additional staff (i.e., students and/or administrative roles) are added, this position will provide leadership oversight, guidance, and direction.
Reporting to the Director, Experiential & Work-Integrated Learning, the Administrative Coordinator will play a significant role in the overall administration of the Office of Experiential Learning (OEL) and deliver a superior level of support to faculty, staff and students engaging with the OEL and the Taylor Institute for Teaching and Learning (TI). The successful incumbent will provide and coordinate administrative support for the Office of Experiential Learning, coordinate and support key institutional and unit-level initiatives, coordinate student hires, and provide office management support for Office of Experiential Learning. This staff member will also work closely with the Director and Academic Leads in the OEL to provide support for their calendar and coordination of committees.
The work is highly interactive, including contacts with faculty, staff, and students from across the University of Calgary, as well as external partners as necessary. Exceptional professionalism, diplomacy, tact, organizational, and communication skills are required. The ability to manage priorities, multi-task simultaneous priorities, work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines and priorities is required. This position also requires a high level of technical expertise in computer and office skills, including word processing, calendaring (Outlook), file and data management, PeopleSoft, and spreadsheets.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):

• Manage and support all administrative tasks around internal OEL events and key campus recruitment events, including but not limited to communications and marketing, event briefs, planning timelines, making room bookings, creating invitations, tracking RSVPs, reminder emails, maintaining invitation lists and databases, AV/Comm media requirements, catering, decorations and gifts for speakers
• Seasonally, provide general administrative support for core Taylor Institute programs, initiatives, and events such as the Annual Post-Secondary Conference on Teaching and Learning, Teaching Awards Program, and Annual Teaching Celebration
• Provide expertise and advise academic staff and managers on the various student employment options
• Stay well-informed regarding upcoming appointments, agenda items, venue, participants, and items for discussion. Works proactively to ensure all supporting information is gathered and the leader is prepared for meetings and appointments
• Provide assistance with Academic Staff HR processes as needed (e.g., search and selection committees)
• Track all student hire information and provide regular and accurate reports
• Take necessary action to respond to email, phone or face-to-face correspondence when appropriate, consistent with the vision and mandate of the Office of Experiential Learning and the Taylor Institute
• Provide financial administration support for OEL leaders, including preparing expense claims, making travel arrangements, creating purchase orders, monitoring payments, and reconciling expense accounts
• Processes all student related HR transactions (e.g., terminations, extensions, job change request, etc.) in a timely and accurate manager, and ensures that HR files are maintained, distributed and filed appropriately (e.g., hiring, contracts, welcome communications, time sheet support, related documentation)
• Manage and coordinate an average of 10-20 student hires over the year with high demand during peak periods
• Provide direction as it pertains to administrative and operational functions and processes (e.g., template-based hires, contracts, onboarding, offboarding, HR forms, special projects)
• Coordinate and maintain records for OEL team meetings, in-service training and community-building activities
• Write, edit, and proofread general correspondence, administrative and leadership material, grant program documents, tracking documents and databases, letters, emails, manuscripts, annual reports, and other related documents
• Order supplies, catering, and equipment as needed
• Coordinate travel arrangements for the OEL Director and Academic Leads and visiting guests, including arrangements for transportation, accommodation, preparation of itineraries, budgeting, dealing with the travel agency/hotel travel booking, and completing all necessary forms and requisitions
• Set own and others priorities and deadlines as it pertains to core administrative and operational functions and processes in the OEL
• Coordinate committee meetings, including University-level committees with internal and external members - managing communications, catering, room bookings, scheduling, preparing agendas, taking minutes, tracking action items and deliverables, and preparing and distributing notices
• Coordinate scheduling and itinerary planning for OEL leaders
• Lead onboarding and offboarding of all student staff
• Provide effective and professional assistance to faculty, staff, students, external partners and visitors in a courteous, timely and professional manner, demonstrating friendly, complete, competent customer service and support at all times in all situations
• Provide effective and professional assistance to faculty, staff, students, and visitors in a courteous, timely and professional manner, demonstrating friendly, complete, competent customer service and support at all times in all situations
• Develop and initiate changes to administrative procedures on behalf of the Director and Academic Leads to streamline efficiencies and processes, ensure compliance with university policies and procedures, and support the university's key strategies (Indigenous strategy, EDIA strategy, mental health strategy, and sustainability strategy)
• Attend planned events to coordinate on-site activities (setup of equipment and smooth function of same, coordination of food/other vendors, registration table, etc.) for events both on and off campus
• Provide in-scope supervision of student staff members as needed.
• Create and maintain an efficient and secure digital filing system for projects, accounts payable, purchases, and other areas, including storage and archiving according to university regulations and FOIP

Qualifications / Requirements:

• Proven ability to communicate effectively, delivering clear and concise written and verbal communications. Accurately and thoroughly draft letters, reports, summaries, and relevant documentation. Skillful in extracting, combining and documenting key themes from committee and group discussions across diverse topics, enabling clear organization and effective decision-making
• Advanced proficiency in effective management of large datasets, utilization of pivot tables, and application of advanced-level functions and formulas (Microsoft Excel)
• An undergraduate degree or equivalent experience of several years in relevant administrative/coordinator roles, successfully coordinating/supporting office operations, assisting leaders, and maintaining complex schedules
• Meticulous attention to detail and a high degree of accuracy in all tasks and deliverables
• Expertise in essential computer skills and the use of software applications for word processing, spreadsheets, calendar, email and presentations
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment
• Proactive approach to anticipating needs, planning, organizing, and coordinating tasks with little or no direction in a complex environment with multiple projects and competing deadlines
• Ability to swiftly understand and navigate unfamiliar tasks or challenges, displaying a proactive and resourceful approach to learning and problem-solving
• Demonstrated commitment to indigenous engagement, understanding the historical and current colonial context, and building reciprocal relationships
• A proven track record of effectively and quickly acquiring new knowledge and skills (technology, software, platforms, etc.)
• Knowledge of university core business systems and experience working at the University of Calgary would be an asset
• Demonstrated experience managing data (collecting, organizing, and analyzing data) and digital files (Microsoft Teams, OneDrive, SharePoint)
• Exemplary poise, tact, and diplomacy to deal appropriately with various people and situations (i.e., students, faculty, administrators, staff, community members, and traditional knowledge keepers)
• Strong interpersonal skills and a demonstrated ability to build and maintain positive relationships. Able to effectively work independently and as part of a team

Application Deadline: August 14, 2023
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/Administartive 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 .
The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.
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.
As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ( [email protected] ) and requests for accommodations can be sent to Human Resources ( [email protected] ).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities , and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.