Description
The Administrative Service Team in the Office of VP Research invites applications for a Operations Coordinator. This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.
Research Services works within the University of Calgary research community to advance the research enterprise and aims to increase sponsored research revenue, reduce financial, reputational and market risk and manage compliance for the university. It serves faculty member researchers, faculties, university leadership, and funders by providing timely, effective service and counsel to faculty members engaged in research-related activities at the University of Calgary. Research Services is comprised of over 80 staff that include 4 directors and high performance teams that generate over $500 million in annual sponsored research with an aim to advance the University of Calgary¿s Ahead of Tomorrow strategic plan to reach $750 million by 2030.
The Administrative Services division is core team within Research Services and responsible for operational, financial, human resources, facilities, information management, project support, post-award administration, the day-to-day activities and for delivering exceptional client service and support within Research Services.
The Operations Coordinator, reports to the Manager, Administrative Services. This position serves to facilitate research administration that generates research funding and awards that strategically aligns and advances the University of Calgary¿s strategic plan to increase sponsored research. The incumbent works with minimum supervision within a service-oriented hybrid environment providing specialized work, providing expert advice and liaising with a wide range of with University services units. Competing priorities can be at times a stressful environment. The work involves problem solving complex issues, using professional judgement and recommending changes to operational practices. Detail and accuracy are crucial as errors have a high impact.
This role works on a regular Monday to Friday 35 hours per week work schedule. Overtime may be required infrequently during peak periods of program or other deadlines and is a member of the Alberta Union of Provincial Employees (AUPE).
Summary of Key Responsibilities (job functions include but are not limited to):
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Prepares regular reports and analytics.
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Tracks and compiles information to build metrics and reports.
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Requests information to perform various internal audits (e.g. access to information) as required and compliant.
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Develops and maintains tracking documents and spreadsheets for complex program funds. Prepares monthly financial reconciliation and reports.
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Processes at high priority and often time sensitive financial transactions such as purchase requisitions, invoice payments, internal department billings, journal transfers, recoveries, generating accounts receivable invoices in the PeopleSoft system that are often high value.
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Drafts, updates and maintains handbooks, guidebooks, instructional materials.
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Problem solves a variety of complex issues that requires investigating, recommending solutions, soliciting approvals and constant follow up.
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Supports human resources administrative activities such as on/off boarding and coordinates new staff orientation sessions.
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Coordinates events such as open houses and information sessions.
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Supports the OH&S requirements and associated tasks.
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Contributes to the continuous improvement of existing and the development of new processes.
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Monitors and triages general email accounts, acting as a resource, providing expert advice, responding to and triaging a wide variety of inquiries and requests from various internal and external stakeholders that includes faculty, researchers, committees, granting agencies and companies.
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Delivers a high level of client services by demonstrating strong communication, facilitation skills and providing timely accurate responses.
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Develops, compiles and maintain accurate and up-to-date detailed lists, databases, reports, spreadsheets and metrics for programs and initiatives that are shared and accessible by units.
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Files and maintain high volumes of documents that includes research administration, financial information, working spreadsheets and reports on internal shared drives and OneDrive and performs work in compliance with applicable university retention, shredding rules and policies.
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Maintains website updates by regularly reviewing website content to ensure information is relevant, accurate and up to date.
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Prepares or supports special projects and reports and regular updates.
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Prepares and maintains training and instructional documents.
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Fosters and maintains cooperative and trusting relationships with stakeholders in order to provide reliable, seamless and efficient support.
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Actively contributes to finding working efficiencies and the recommending development of new and streamline existing administrative processes.
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Contributes to maintain a safe and orderly work environment by submitting facilities and disposal requests.
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Contributes to a positive workplace culture and also by understanding and fostering equity, diversity and inclusion.
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Trains team members to perform back up duties or to assist during busy times.
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Performs back up duties for team members.
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Performs other duties as required.
Qualifications / Requirements:
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Post-secondary education and/or a combination of related experience and training in a related field.
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Seven years of progressive administrative experience.
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Five years of experience financial administration working within financial/accounting systems such as procurement and accounts payable.
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Highly evolved client services.
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Demonstrated financial and fund maintenance experience.
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Demonstrated experience interacting with and supporting others such as faculty members.
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Demonstrated experience resolving complex problems.
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Demonstrated ability to work independently to tight, changing and overlapping timelines and shifting priorities.
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Ability to maintain confidentiality.
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Demonstrated ability to work independently with minimal supervision, to manage own time effectively, and to anticipate needs for upcoming deadlines and activities in an environment with rapidly evolving demands.
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Demonstrated ability to work collaboratively as member of a team and by building strong relationships with clients and stakeholders.
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Highly proficient with MS applications (Outlook, Word, Excel, Teams, PowerPoint, SharePoint, OneDrive), Zoom and Adobe required.
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Demonstrated experience working with PeopleSoft and eFin.
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Proven organizational skills, time management skills and superior attention to detail.
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Advanced interpersonal and communication skills.
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Demonstrated ability to think critically, be resourceful and innovative when solving problems, using judgement and decision-making.
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Demonstrated ability to be flexible and work collaboratively to build positive relationships to accomplish goals with a diverse group within Research Services, the university and with external sponsors.
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Demonstrated knowledge and understanding of University policies, procedures and core business systems.
Assets:
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Experience in Research Administration.
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Familiarity with IRISS and Research Management System (RMS).
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Familiarity with University Administration and policies related to Research.
Application Deadline: September 17, 2024
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 Specialist/Advisor 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 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.
