Administrative Coordinator, OCEC, Parallel Path

University of Calgary; Calgary; On-site; CAD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking an Administrative Coordinator for the Indigenous Engagement Department. This full-time, fixed-term role involves providing exceptional administrative support and project coordination for the One Child Every Child initiative. The successful candidate will play a crucial role in enhancing child health research and promoting Indigenous-led knowledge. With a focus on collaboration and community engagement, this position offers an exciting opportunity to contribute to transformative research while supporting Indigenous perspectives. If you're organized, communicative, and passionate about making a difference, this role is perfect for you.

Qualifications

• 3 years of administrative experience with strong decision-making skills.
• Expertise in executive meeting coordination and Indigenous protocols.

Responsibilities

• Provide comprehensive administrative support for the Indigenous team.
• Coordinate events and manage schedules for the One Child Every Child initiative.

Skills

Organizational Skills

Communication Skills

Project Coordination

Microsoft Office Suite

Indigenous Protocols

Education

Undergraduate Degree in Business

Experience in Academic Environment

Tools

PeopleSoft

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Description

The Department of Indigenous Engagement in the Office of the Provost & VP Academic invites applications for an Administrative Coordinator, Parallel Path. This Full-time, Fixed Term position is for approximately 12 months, with the possibility of extension.

The Administrative Coordinator, Parallel Path, reports to the Project Manager, Indigenous Research & Training. The role is additionally accountable to the Indigenous Lead, and works in collaboration with the One Child Every Child Indigenous Parallel Path Team.

The Administrative Coordinator, Parallel Path, will be an expert in timely processing and execution of administrative, academic and operating activities and project and event coordination and administration. The Administrative Coordinator will have exceptional spoken and written communication skills, and be able to plan, organize, and conduct day-to-day activities independently.

This role will be part of the One Child Every Child Program, a Canada First Research Excellence Fund (CFREF) initiative, with a vision for all Canadian children to be the healthiest, most empowered and thriving in the world.

In 2023, the Canada First Research Excellence Fund (CFREF) invested $125 million in University of Calgary's One Child Every Child: A Transformational Child Health Research Initiative. This ground-breaking initiative will transform child health research in Canada, promote Indigenous-led knowledge creation and self-determination, and drive discovery and innovation. It will bring together researchers, community partners, health-care providers, equity deserving groups, educators, trainees, stakeholders and Indigenous communities to build the foundation for global excellence and leadership in research to enable every child and community to thrive.

This role supports the continued indigenization of the University of Calgary.

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

Administration Activities (60%):

• Provides efficient, effective and comprehensive administrative support and schedule management for the Indigenous Lead and for members of the Indigenous Parallel Path team and various One Child Every Child committees as needed.
• Back-up support may be additionally required to the Indigenous Ways of Knowing (IWoK) Accelerator Team members.
• Creates and distributes agendas and records minutes at One Child Every Child Parallel Path team meetings, various One Child Every Child committees and other meetings as required.
• Coordinates and organizes travel arrangements for faculty and visiting lecturers, including transportation, itineraries, agency/hotel accommodations and completing all necessary forms and requisitions for funding as relating to Parallel Path events and initiatives.
• Maintains and orders office supplies necessary to conduct regular business.
• Acts as the primary contact for Indigenous One Child Every Child catering and event logistics for Parallel Path events and Indigenous team joint initiatives.
• Acts as the first point of contact for Parallel Path and general Indigenous team inquiries. Reconciles and processes expense recoveries to appropriate funding sources.
• Initiates, reviews and submits expense claims.
• Responsible for overseeing and maintaining the overall administrative operations for the Parallel Path.

Project/ Events Coordination (40%):

• Assists with coordinating, organizing, and staging institute activities, events, and budgets with oversight from the Project Manager, Indigenous Research & Training.
• Arranges flights, accommodations, transportation and honorariums for invited speakers and visitors for the One Child Every Child Indigenous Team.
• Supports priorities of the One Child Every Child Indigenous Parallel Path Team on a broad spectrum of projects and tasks including coordinating award applications, liaising with internal and external officials.

Other duties as assigned.

Qualifications / Requirements:

• Undergraduate degree in business and experience in an academic environment preferred, or equivalent experience.
• 3 years administration experience with emphasis on decision-making and highly developed organizational skills.
• In-depth understanding of ii' taa'poh'to'p, and its key concepts, particularly Parallel Paths, ethical space and transformation.
• Demonstrated expertise in executive level meetings including setting agendas, recording decisions and meeting minutes.
• 1 year experience in a health/medical research environment is required.
• Ability to anticipate needs, plan, organize, coordinate, and perform work with minimal direction and supervision.
• Superior interpersonal and communication skills required in dealing with a range of situations, which may include complex, sensitive and confidential issues.
• Develop and maintain a respectful and positive working relationship with Elders, Knowledge Keepers, Community Organizations, University staff and One Child Every Child collaborators.
• Understanding of and commitment to engage in Indigenous protocols, work with Elders and knowledge keepers, and Indigenous practices.
• Must demonstrate professionalism, discretion, courtesy, and respect in all interactions with internal and external clients creating a positive image for the Institute.
• Ability to operate within a complex, multi-faceted work environment and be a strong team player.
• Must be flexible and able to perform multiple demands and pressures.
• Ability to work in a fast-paced environment, with constantly shifting priorities.
• Must have demonstrated ability to provide a consistent high level of service.
• Proficient in Microsoft applications (Word, Excel, Access, PowerPoint and Outlook Mail and Calendar) and the university core business systems (e.g. PeopleSoft).
• Ability to work independently, while supporting the Indigenous Team priorities and to collaborate with One Child Every Child members in setting goals and work effectively to achieve agreed upon goals.
• Be resourceful, innovative, creative, and strategic in problem solving with a high attention to detail.
• Understanding of compliance with relevant University and Governmental privacy and confidentiality.

Application Deadline: January 10, 2025

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.

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. 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.

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