Description
The Hotchkiss Brain Institute in the Cumming School of Medicine is currently seeking a Full-time Regular Administrative Operations Specialist.
The Hotchkiss Brain Institute (HBI) Administrative Operations Specialist reports operationally to the Institute Director and administratively to the Senior Manager, Business and Operations, HBI.
Summary of Key Responsibilities (job functions include but are not limited to):
Leadership & Governance
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Periodically provides backfill for other Senior Managers, e.g. during absences and assists with projects undertaken by the core HBI office staff
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Understanding of the HBI's Research Priorities and Institute Initiatives
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Ensures the highest degree of confidentiality while serving as the HBI Director's principal administrative and operational partner. Exercises exceptional discretion, diplomacy, professionalism, and independent judgment when managing highly sensitive and confidential matters, including faculty recruitment and retention, governance, strategic planning, financial and philanthropic initiatives, personnel matters, and executive-level discussions
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Regularly acts on behalf of the Director to advance priorities, manage sensitive information, and direct actions requiring sound judgment, political awareness, and absolute confidentiality
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Evaluates operational and reputational risks associated with high-profile initiatives and recommends mitigation strategies
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Lead the development, maintenance, and continuous improvement of the documentation of HBI central operating procedures, taxonomy, and terms of reference
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Provides consultation, guidance, and mentorship to HBI staff and administrative colleagues across the Institute on governance processes, executive operations, institutional protocol, and best practices, serving as the primary resource for complex operational and administrative matters
Program and Project Support
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Work collaboratively on team projects while independently managing assigned work
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Proactively undertakes planning and management activities to support the Hotchkiss Brain Institute management team in the effective and timely development, monitoring and reporting on annual portfolio performance priorities, budgeting, and other key management team accountabilities
Communications and Community Outreach
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Must be proactive in communicating and sharing information with all appropriate internal and external constituencies and able to make judgment calls based on experience
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Ensures that all written communications originating from the Hotchkiss Brain Institute and on behalf of the Director demonstrate a high degree of professionalism
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Establishes and maintains collaborative and positive relationships with staff and other units on campus and diverse constituencies off campus, including private and public sector organizations, as well as local, provincial and federal agencies
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Leads the planning and execution of stakeholder visits, executive meetings and institute tours
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Manage both the HBI Executive Committee and the Strategic Advisory Board, including meeting planning,
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Leads a variety of events, with at least two HBI large events a year, involving visiting speakers and coordinating their visits to Calgary
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Ensures that the Director, and Senior Leadership are well informed regarding event logistics such as itineraries, venues, and meeting participants
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Works proactively to ensure that all supporting information is gathered and reviewed in advance so they are fully prepared
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Prepares documents, reports, and presentations, including typing correspondence, document design, PowerPoint presentation design, visually compelling organization of key data and information using design tools such as Canva, data gathering, and coordinating the distribution of supporting documentation as required
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Ensures the website is kept up to date and all outgoing documents maintain a high level of professionalism in design and content.
Administration and Operations
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Provides administrative support to the Hotchkiss Brain Institute Director including strategic calendar management, follow-up on action items, and event briefing
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Manages the schedule of the Director (HBI), exercises delegated authority to prioritize competing institutional, provincial, national, donor, and executive commitments, proactively identifying emerging priorities and independently reallocating executive time to advance Institute objectives
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Coordinates internal team meetings within the HBI office
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Ensures that the Director's action items are effectively prioritized and addressed promptly through direct action by the Director or through acting on behalf of the Director using appropriate discretion and strategic direction from the Director
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Ensures that action items originating from the Director are undertaken and completed in a timely fashion using effective project management practices and a solution-centric problem-solving approach
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Oversees limited financial and procurement activities, including the review and approval of expense claims, procurement requests, invoices, and reimbursements in accordance with university policies and delegated approval processes
Responsible for tracking the HBI membership list, working with all applicable staff within the HBI to ensure membership information is updated and accurate
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Qualifications / Requirements:
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University degree in a related field required
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Minimum five years of recent, related experience required
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Minimum 5 years of progressively responsible experience in an administrative role
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Exemplary written communication skills and the ability to produce, maintain and update professional-quality, error-free, and visually effective documents
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Ability to undertake research, analyze information, and synthesize data into relevant briefing notes, reports, presentations, and internal and external documents in a timely and effective manner
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Strong design sensibility and graphic capacity in the development of documents, website (Drupal), PowerPoint presentations and reports , and other communications
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Superior proficiency in Microsoft Office Suite and the ability to quickly learn new software applications
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Proficiency with PeopleSoft applications (eProcurement, invoicing, expense modules)
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Excellent listening, oral communication and organizational skills with close attention to detail are essential
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Ability to work well under pressure, make decisions (both on behalf of the HBI Director, other HBI Directors and Senior managers), and demonstrate good judgment in a fast-paced environment with conflicting priorities, meeting internal and external deadlines
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Strong time management skills with the ability to set own priorities, work independently, exercise initiative, tact, good judgment and confidentiality
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Ability to act decisively and exercise a high degree of initiative, autonomy and judgment, especially regarding protocol and management of the Director's calendar
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Highly professional demeanor
Strong familiarity with university processes and systems, including structure and hierarchy at the Cumming School of Medicine
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Application Deadline: July 20, 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 Specialist/Advisor Job Family, Phase 3.
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.
