Administrative Coordinator, One Child Every Child

The University of Calgary; Calgary; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading Canadian university is looking for an Administrative Coordinator for the One Child Every Child Initiative. This full-time position supports human resources management, particularly in recruitment and hiring processes within the Cumming School of Medicine. The ideal candidate should have a Bachelor's degree, strong organizational skills, and prior experience in a similar role. The position offers opportunities for professional growth and development during the contractual period of approximately 24 months.

Benefits

Professional development opportunities

Participation in a meaningful initiative

Supportive work environment

Qualifications

• Two to three years of recent related experience is required.
• Experience in a unionized and post-secondary environment is an asset.
• Ability to work independently and as part of a team is essential.

Responsibilities

• Provide administrative support for recruitment in OCEC/ACHRI.
• Assist hiring managers with drafting job profiles.
• Manage communication with candidates during the recruitment process.

Skills

Organizational skills

Time management

Communication skills

Interpersonal skills

Problem-solving skills

Education

Bachelor's degree in Human Resources or Business Administration

Tools

Word

Excel

PeopleSoft

Job description

Description

The One Child Every Child (OCEC) Initiative in the Cumming School of Medicine invites applications for an Administrative Coordinator. This Full‑time Fixed Term position is for approximately 24 months (based on length of grant funding), with the possibility of extension.

This position reports to the Associate Director, Business Strategy & Operations.

The Alberta Children's Hospital Research Institute (ACHRI) also leads the implementation of OCEC, a $125 million initiative funded by the Canada First Research Excellence Fund (CFREF) reporting to the Vice President Research at UCalgary. OCEC aims to transform child health research in Canada by advancing equity, supporting Indigenous‑led knowledge creation, and fostering innovation. This cross‑sector initiative brings together researchers, Indigenous communities, health‑care providers, educators, equity‑deserving groups, and other partners to improve maternal and child health outcomes.

The primary purpose for the Administrative Coordinator role is to provide administrative support for the efficient and effective management of human resources processes within OCEC and ACHRI, specifically around recruitment and hiring of new staff and ongoing job maintenance of existing positions. The Administrative Coordinator will be a point of contact for questions and wayfinding within OCEC and ACHRI, and will refer clients to the People and Culture team (Human Resources department), helping to elevate issues and connect with the right team or resources. This position will also assist with the administration of training awards.

This position may deal with highly confidential information and requires the ability to exercise considerable discretion. It will require working knowledge of the University of Calgary's various collective agreements with bargaining units, and use discretion to connect clients with the relevant advisor in People and Culture (HR Partnerships, Labour Relations, Total Rewards, Processes & Solutions).

Summary of Key Responsibilities

• Provides administrative support for the recruitment efforts in OCEC/ACHRI, in alignment with the University of Calgary established processes
• Within the context of established processes, provides information and guidance to hiring managers on recruitment steps and processes for salaried and hourly hires
• Assists hiring managers/PI in drafting job profiles. Liaises with People and Culture in their review and classification
• Acts as forms initiator for the department, preparing and submitting People and Culture forms including Job Opening Requests (JOR's), Job Change Requests (JCR), Termination requests, Offer Letter Requests etc. Assists the hiring manager with submitting Template Based Hires (TBH) for casual employees
• Supports hiring managers with assessment and interviewing support by reviewing and shortlisting job applicants in PeopleSoft applicant tracking module, contacting candidates, setting up interviews. Liaises with People & Culture where interviewing support may be required
• Serves as key point of contact and manages communication with candidates during the selection, recruitment, and onboarding process

Ongoing job maintenance

• Supports Job review process by supporting managers in accurate update job profiles in accordance with the job review process. Partners with People & Culture in the Cumming School of Medicine (CSM), as well as other departments as necessary based on the job profile. Will engage with Total Rewards for any job review processes
• Manages expiring appointments and ensure extensions are discussed and submitting in a timely manner following the established processes
• Facilitates connections and supports processes between OCEC leadership and P&C COEs (employee and labour relations, performance management, sick leave/ disability management, processes & solutions, total rewards and talent management/ development)
• Supports Management/PIs regarding job changes

Training Awards

• Administers the payments for training awards for OCEC
• Processes payments to partner institutions for awardees outside of UCalgary
• Submits JOR for clinical fellows and proceeds with their award payment
• Submits expense claims on behalf of ACHRI travel awardees

Other Administrative Duties

• Assist with onboarding activities for One Child Every Child and ACHRI employees
• Coordinates and administers the operational aspect of human resource administrative processes within the Department/Unit. Collaborate with academic and support staff to ensure a comprehensive understanding and effective implementation of University and School policies and procedures
• Provides ad hoc reporting to the VPR/PI regarding employees hired under OCEC as requested
• Responds to HR and recruitment process questions. Escalates to HR Partner (or relevant P&C COE) as appropriate for more complex or sensitive issues
• Provides administrative support to the ACHRI and OCEC and others on HR and career processes

Qualifications / Requirements

• Bachelor's degree in a related field (e.g. Human Resources, Business Administration)
• Two (2) to three (3) years of recent, related experience
• An equivalent combination of education and experience may be considered
• Proven organizational and time management skills are required, with the ability to prioritize to meet deadlines, set priorities, manage competing deadlines, and meet commitments
• Strong attention to detail, demonstrated analytical and problem‑solving skills are essential to deal with issues and concerns
• High degree of initiative and professionalism, requiring minimal supervision
• A commitment to learning, variety in work and doing what it takes to get the job done
• Experience working in a unionized and post‑secondary environment is an asset
• Ability to function independently and also as part of a team
• Excellent communication and customer service skills, both written and verbal
• Strong interpersonal skills, with the ability to build effective working relationship and collaborate with internal and external clients
• Strong proficiency with Word, Excel, PeopleSoft or other HR Information Systems

Application Deadline: December 22, 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 Specialist/Advisor Job Family, Phase 1.

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 ([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.