Description
The Office of Indigenous, Local & Global Health in the Cumming School of Medicine is currently seeking a Full-time Regular Administrator.
Working under the general direction of the Business Manager, the Administrator operates with minimal supervision, taking initiative in setting priorities and making decisions, and keeps leadership and staff appraised of issues as they arise.
The position is responsible for providing professional administrative support to the Associate Dean, Indigenous, Local and Global Health Office on a wide range of high-level confidential matters, as well as provide general administrative support to the ILGH office.
The Administrator provides support for complex and sensitive matters relating to the Associate Dean's daily responsibilities, understanding the requirements in order to prioritize activities according to urgency and need. Responsibilities include but are not limited to: managing the Associate Dean's calendar, preparing written correspondence, coordinating meetings, events and travel, and working closely with various campus departments and others to assist with logistical needs.
This position works 35 hours per week, Monday to Friday, but on occasion there may be the need to work outside of regular hours.
This is an in-person position working regularly at the Foothills campus.
Summary of Key Responsibilities (job functions include but are not limited to):
General Administration
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Front office reception duties including greeting and welcoming guests, providing a positive first impression of the Office, answering questions and directing visitors. The Administrator is the first point of contract of the ILGH Office
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Under the supervision of the Business Manager, administer and manage the submission of requisitions and purchase orders, enter expense claims, submit invoices for payments, update invoice logs. Ensure that source documents such as invoices and receipts are coded to the appropriate accounts
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Complete requests for new suppliers set up, complete and send requests for Invoices and manage purchasing card payments and monthly reconciliations
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Provide administrative support in organizing and setting-up meetings, book rooms, set up meeting rooms, prepare and distribute agendas/meeting materials, record minutes, provide team members a list of action items for current committees and other information as required. Support media and technology troubleshooting at meetings held within the ILGH Office, as needed
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Under the direction of the Business Manager, support ILGH teams and personnel with business administration and operational asks for various unit projects, programs and initiatives
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With a high degree of professionalism, liaise with internal and external personnel, departments, institutes and agencies in a courteous and pleasant manner, and identify and handle conflict in a sensible and professional manner
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Coordinate with IT and provide initial support for staff technology issues
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Administrative Onboarding of office employees, students, and faculty staff, which is to include permissions, security, IT, mandatory EHS training, etc.
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Order office and kitchen supplies, as well as maintain the general office shared common spaces, kitchen, meeting rooms, photocopier, shredder to ensure overall cleanliness and organization
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Support travel arrangements for ILGH office and staff, as capacity allows
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Support the organization and coordination, as well as hosting of events
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Maintain workload balance and clearly communicate availability and timelines for support, in collaboration with the Business Manager
Administrative Support to the ILGH Office leadership team (Associate and Assistant Deans)
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Provide executive administrative support to the leadership team
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Plan and organize schedules as related to administrative, research, and education responsibilities
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Accommodate meeting and engagement requests for the leadership team based on instructions and guidance, with the ability to identify urgent matters of high importance
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Provide administrative support for meetings: set-up meetings, book rooms, prepare and distribute agendas/meeting materials, record minutes, provide team members with information as required
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Ensures that the Associate Dean is informed of pertinent issues through executive briefings on decisions, operational issues, reports, etc. Briefs the Associate Dean on events and meetings; coordinate and organize the Associate Deans commitments by ensuring their calendar is reviewed in advance
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Make travel arrangements and process travel expenses and credit card reconciliations for the leadership team
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Deal with shifting priorities while ensuring all information is reproduced within deadlines in a professional and accurate manner
Update Associate Dean and Assistant Dean's CVs upon request
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Qualifications / Requirements:
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Bachelors degree or a post-secondary diploma/ certificate or 2-3 years of experience in a similar executive administrator or general administrator role
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Excellent time management skills with proven ability to adapt to evolving priorities, environments, duties, and simultaneous asks, triaging incoming requests while remaining mindful of deadlines
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Previous experience working a complex, fast-paced environment with shifting priorities considered an asset
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Ability to maintain composure under periods of stress, interruptions, or fast-paced environments
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Acute understanding of positive customer service and business processes
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Ability to work independently using initiative and discerning judgement
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Experience coordinating travel arrangements and preparing corresponding dossier and communications
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Experience with administering expense processes and reconciliations (managing supplier profiles, invoice payments, credit card reconciliations, etc.)
- Political acumen to provide faculty leadership with support and assistance on matters that are sensitive or complex in nature
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Strong oral and written communication skills
Application Deadline: July 30, 2026
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.
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p 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's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.
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 Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([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.
