Administrative Assistant, Administrative Services Department

University of Calgary; Calgary; On-site; CAD 42,000 - 62,000; Full time

Job summary

The University of Calgary is seeking two Full-time Regular Administrative Assistants to support faculty in the Cumming School of Medicine. The roles involve administrative support for research and teaching, with potential to float between offices to stay accessible to clients.

You will handle busy, conflicting priorities, use PeopleSoft and eFin, maintain filing systems, answer inquiries, and work with the Administrative Services Team to ensure timely, accurate information.

Qualifications

• Grade 12 diploma with 2–4 years of admin experience.
• Strong written and verbal communication required.
• Proven ability to work independently.
• Strong interpersonal and organizational skills.
• Ability to manage multiple tasks and priorities.
• Proficiency with Microsoft Office, PeopleSoft, and web navigation.

Responsibilities

• Organize and coordinate faculty administrative, research, and teaching activities.
• Handle shifting priorities and meet deadlines with professional accuracy.
• Liaise with internal and external stakeholders politely.
• Maintain up-to-date filing systems for teaching and research.
• Manage phone calls and provide courteous, professional assistance.
• Support processes in PeopleSoft and/or eFin as needed.
• Assist with project accounts monitoring and ethics renewal where time allows.

Skills

Strong communication

Independent work

Multitasking

Interpersonal skills

Organizational skills

Customer service

Education

Grade 12 diploma

Tools

Microsoft Office Suite

PeopleSoft

eFin

Web navigation

Job description

Description

The Administrative Services Department in the Cumming School of Medicine is currently seeking two (2) Full-time Regular Administrative Assistant(s).

Reporting to the Manager, Administrative Services Department, Cumming School of Medicine and working closely with other staff members in the Administrative Services Team, this position will provide administrative support to the faculty member(s) of Medicine working in the areas of research. There is potential for position to float between offices at Faculty(s)/Administrative Department(s) locations, ensuring visibility and accessibility to clients. Most work is conducted during business hours, though some availability outside of work hours for consultation is probable.

As an Administrative Assistant, you will handle constant, multiple, conflicting and shifting priorities while working within the framework of the University of Calgary policies and procedures. While providing the exceptional customer service and administrative skills, you will often be called upon to exercise judgment within these established guidelines.

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

• Organize and coordinate all activities related to the faculty members administrative, research, and teaching requirements
• Deal with shifting priorities ensuring all information is produced within deadlines in a professional, accurate manner
• Liaise with internal university stakeholders and external stakeholders and agencies in a courteous and pleasant manner
• Accountable for keeping computer skills and personal development up to date by adding to skills and knowledge through courses that may be available through the University of Calgary, Continuing Education Faculty
• Work as a team with other administrative assistants to provide support as required
• Manage and direct all phone calls daily
• Provide effective and professional assistance to visitor, faculty and staff inquiries in a courteous, timely and professional manner, demonstrating friendly, complete, competent customer service and support always, in all situations
• Work within PeopleSoft and/or eFin to monitor or enter cheque requisitions, travel claims/advances, purchase orders, etc.
• Maintain an up-to-date filing system and archiving of files as required in support of the faculty members teaching and research
• Use and simple maintenance of fax, scanner and photocopier, and in some cases preparation of fax and photocopier charges
• Work as a team with other administrative assistants to provide support as required
• If time allows daily or weekly, support may also be provided in the areas of monitoring project accounts, using eFin, submitting service requisitions, financial process support, and/or ethics renewal monitoring

Qualifications / Requirements

• Grade 12 diploma supplemented with 2-4 years working experience with significant administrative experience with highly developed organizational skills
• Strong written and verbal communication skills are a necessity
• Proven ability to work independently
• Strong interpersonal and organizational skills
• The ability to work with multiple tasks, prioritizing and adjusting as necessary
• Effectively work with all employee groups, dealing with tact and diplomacy in all situations
• High level of understanding and capability of office administrative practices
• Ability to retain knowledge of a variety of informational resources and requirements
• Intermediate to expert user of the technical systems, including Microsoft Office Suite, PeopleSoft and web navigation
• Understanding of University environment would be an asset.

Application Deadline

September 21, 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 Office of Institutional Commitments ([e-mail]) and requests for accommodations can be sent to People & Culture ([e-mail]).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.