Distribution Services Clerk, AVP Strategy Enterprise Comm

University of Calgary; Calgary; On-site; CAD 42,000 - 56,000; Full time

Job summary

The University of Calgary’s Distribution Services Department seeks a Distribution Services Clerk to support shipping, receiving, mail and equipment disposal across Main and Foothills campuses. The role reports to Distribution Services management and requires accuracy, teamwork, and strong communication.

Primary duties include processing shipments, maintaining ERP data, coordinating with vendors, and ensuring regulatory compliance for dangerous goods while supporting a 35-hour work week, Monday

Qualifications

• Completion of Grade XII and/or 3–5 years of clerical/shipping experience.

Responsibilities

• Handle and process purchased goods and equipment relating to materials distribution, postal services and equipment.
• Receive shipments at Main and Foothills campuses and prepare for delivery.
• Enter shipment data into the tracking system and provide status to customers.
• Deliver shipments/mail to end users across campus and ensure accuracy and condition of items.
• Coordinate with Procurement and Vendors on quality control and dangerous goods compliance.
• Prepare outbound shipments and complete required shipping documents.

Skills

Communication skills

Data entry

MS Office

Physical stamina

Driver's license

Teamwork

IATA/DG knowledge

Attention to detail

Education

Grade XII completion

3–5 years clerical/shipping experience

Tools

Package Tracking hardware/software

SCLogic

PeopleSoft

Job description

Description

Distribution Services within AVP Strategy Enterprise Commercial is currently seeking a Full-time Regular Distribution Services Clerk.

The Distribution Services Department operates out of two locations on campus, (Main Campus and Foothills Campus) and provides the following services/support to the University’s Academic, Operating and Research departments/faculties: shipping and receiving, mail and freight delivery, equipment disposal, confidential document pick-up and disposal and issuance of controlled stores commodities (Foothills campus)

The Distribution Services Clerk position reports to the Manager, Distribution Services and receives direction/delegation by the Team Lead and is required to carry out varied duties with a high degree of competence and accuracy. Effective communication skills are essential when interacting with the campus, colleagues, customers and external organizations, while carrying out a wide range of capacities across multiple campuses. The working units operate on team-based principles. The shift schedule is 35 hours per week, Monday through Friday.

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

• Responsible for handling and processing purchased goods and equipment relating to materials distribution, postal services and equipment, furniture, and e-waste disposal.
• Receives the majority of incoming shipments of goods and equipment delivered to the University at two locations (Main Campus, Foothills Campus).
• Accurately processes and sorts incoming shipments/mail for delivery.
• Enters shipment data into package tracking system for all shipment traffic processed through Distribution Services.
• Delivers received shipments/mail to end users across multiple University of Calgary Campuses. (Main Campus, Foothills Campus, Downtown Campus and Spy Hill).
• Verifies accuracy and condition of all shipments and then receives and reconciles shipments in the University of Calgary ERP System (PeopleSoft).
• Responsible for liaising with Procurement and Vendors on quality control issues related to shipments, including short-shipments, damaged goods etc.
• Ensures all shipments classified as dangerous goods meet government regulations prior to receiving/handling.
• Prepares outbound shipments, including dangerous goods, based on chosen mode of transportation to final destinations, including accurate completion of documents.
  Provides shipment status upon customer request.
• Recommends and arranges most efficient means of transport for goods and services upon request from end users.
• Ensures all shipments are secure prior to transporting.
• Responsible for processing outbound mail and reconciliation of financial information related to postage costs. Tracks and records volumes for trends crucial to budget analysis.
• Prepares University surplus assets for disposal and cost recovery allocation.
• Complete the end-to-end cycle of the equipment, furniture and e-waste disposal process within established service levels (including the processing of intake forms, scheduling, pick up, break down, delivery and downloading and reporting of stats).
• Ensures stored controlled commodities are issued to Faculties (CSM & UCVM), as per established policy and procedures. (Foothills Campus).
• Acts as Dock Master for loading dock area and coordinates incoming & outgoing delivery traffic. (Foothills Campus).
• Responsibilities for this position include the safe operation of a delivery van, 1-ton or 3-ton delivery vehicle providing pick-up and delivery service to departments on multiple campuses, as required.
• The pick up of daily cleared shipments from FedEx and UPS at the Calgary International Airport.
• The pick up and delivery of Provincial Courier shipments from West Direct.
• Clear special time sensitive documents, packages and live animals from Airline, Freight and Courier locations and deliver to various locations across campus.
• Must ensure actions are definite and clear in order to establish trust throughout the University’s many campuses.
• Must be able to identify issues and take the appropriate action to resolve them.
• Responsible for assisting in the development and refinement of services in anticipation of growth and increased demand for services at the University.
• Ensures that equipment and work space/facilities supplied by the University are maintained and kept in good order.

Qualifications / Requirements:

• Completion of Grade XII, and/or three to five years of experience in a clerical, postal, shipping and receiving, equipment disposal or stores area.
• Experience with Package Tracking hardware and software is essential, as well as knowledge of ERP systems (preferably SCLogic (package tracking) and PeopleSoft).
  Must possess good communication, interpersonal skills and proven ability to interact with colleagues, customers and external stakeholders in a courteous, respectful, and professional manner.
• Must be proficient at data entry.
• Computer experience with Microsoft Word, Excel, Outlook and IATA (dangerous goods shipping) would be an asset.
• Must successfully complete WHIMIS, Transportation of Dangerous Goods (TDG) training, and various safety courses.
• Experience in shipping dangerous goods via air in conjunction with IATA regulations would be an asset.
• Must be able to perform strenuous work, while meeting the daily physical demands of the position (lift 50lbs and walk extended distances).
• Must possess a valid class 5 driver’s license (Non-Graduated Driver’s License (GDL)) and be able to safely operate the above-mentioned vehicles.
• Must be proficient in developing and maintaining a healthy team environment with expertise in all areas.
• Required to make a positive, courteous and respectful impact while dealing with requests and inquiries by departments across campus and with external stakeholders.
• Performs at a very high degree of accuracy, efficiency and speed with an understanding that services have a direct impact on the academic, operational and research departments.
• Must be flexible and able to adjust levels of service to meet the timelines of the academic, operational and research departments.
• Ensures policies and procedures established by Supply Chain Management and the University are followed.
• Required to be proficient in the use of package tracking software and other related programs supporting Distribution Services and Supply Chain Management business processes.
• Works within tight timelines and must be able to prioritize and multi-task.
• Ensures the immediate supervisor/manager are kept informed of activities, changes or issues encountered while providing service/support to the University and external stakeholders.
• Ensures regular work attendance and punctuality on a daily basis.
• Ensures daily tasks are completed both individually and within a team environment.
• Interacts effectively with co-workers, campus staff, and external stakeholders while demonstrating consideration and respect in a professional manner.
• Working effectively in a team environment is essential.

Application Deadline: October 9, 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/Aministrative 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 the Office of Institutional Commitments ([e-mail]) and requests for accommodations can be sent to People & Culture ([e-mail]).

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.