Documentation & Compliance Specialist, Office of the VP (Finance and Services) and CFO

University of Calgary; Calgary; In loco; CAD 90.000 - 120.000; Tempo pieno

Descrizione del lavoro

The University of Calgary is seeking a Documentation & Compliance Specialist to support governance, policy adherence, and compliance activities within the Office of VP Finance. You will coordinate strategic guidance, prepare proposals and briefing notes, and ensure timely board submissions across Finance and Services.

Ideal candidates bring 7+ years in a large public sector environment, strong written communication, and the ability to manage multiple projects with cross-functional stakeholders.

Competenze

• Bachelor's degree in business administration or related discipline required.
• Graduate degree in Library and Information Science, Public Policy, or related field considered an asset.
• Minimum 7 years of recent related experience in a large public sector organization.
• Strong written communication and proposal drafting skills.

Mansioni

• Promote policy adherence and governance framework across the university.
• Track approval meeting schedules and ensure inclusion on agendas.
• Create and coordinate proposals, business cases, and briefing notes.
• Coordinate presentation materials and approval tracking for Board submissions.
• Move submissions through governance approval stages with consistency and timeliness.
• Develop procedures for administration of university governance for Finance and Services.
• Coordinate onboarding for staff to governance processes and related sessions.
• Oversee administration of grants and documentation requiring signatures.
• Translate complex information into clear, options-based proposals for decision making.

Conoscenze

Governance

Policy compliance

Project management

Written communication

Stakeholder management

Formazione

Bachelor's degree in business administration or related

Graduate degree in Library and Information Science or Public Policy (asset)

Descrizione del lavoro

Description

The Office of VP Finance is currently seeking a Full-time Regular Documentation & Compliance Specialist.

Reporting to the Executive Director, Finance and Services the Specialist has the important role of supporting decision-making across Finance and Services by providing strategic guidance, coordination, and integration for all board, governance, and compliance activities that impact Finance and Services.

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

• Promote policy adherence, compliance with legislation, and the governance framework of the university.
• Tracking the required approval meeting schedules to ensure inclusion on agendas to adhere to initiative schedules, deadlines and governance requirements.
• Effective creation and facilitation of drafts, coordination of reviews and edits of proposals, business cases, and briefing notes.
• Coordinate and compile presentation materials, process and approval tracking, and the management of related files to support all submissions for the Board of Governors and related committees.
• Effectively moves submissions through various governance approval stages ensuring consistency and timeliness.
• Develop, implement and monitor effective procedures and practices relevant to the administration of university governance as it pertains to the Finance and Services portfolios.
• Coordinate onboarding for colleagues who are new to the governance process, both for Finance & Services processes, and through the Secretariat for their orientation session.
• Oversee the administration of grants and other documentation requiring the VP (Finance and Services) and CFO's signature, including liaising with other internal and external offices and record retention.
• Work closely with subject matter experts from all levels of the university in developing and transforming complex information and ideas into proposals and briefing notes with supporting options and recommendations to ensure well informed decision making.
• Create, track, and manage comprehensive and realistic project schedules; measure progress regularly including providing status updates, reports, and presentations as required.
• Works with stakeholders and/or subject matter experts to coordinate the regular reporting to senior administration, committees, and the Board of Governors on the progress of projects, and key initiatives of the Finance and Services portfolios.

Qualifications / Requirements:

• Bachelor's degree in business administration or a related discipline is required; graduate degree in Library and Information Science, Public Policy, or related field considered an asset.
• A minimum of 7 years of recent, related work experience in a progressively senior role within a large public sector organization.
• Be organized, detail oriented and demonstrate the ability to manage their own time and be able to independently set priorities and meet commitments and deadlines.
• Able to communicate knowledgably with internal stakeholders at all levels of the institution, as well as various external stakeholders, such as the Alberta government.
• Extensive knowledge of the various areas within the university community and understanding of the university's governance, organizational structure and administrative policies and procedures required.
• Able to assess and solve problems, resolve conflict and maintain good judgment.
• Demonstrated experience managing multiple projects simultaneously, involving cross-functional teams and multiple stakeholders.
• Exceptional written communication skills and the ability to translate complex terminology, disparate information and concepts into coherently and logically written text.
• Significant experience in formal proposal writing and/or drafting of compelling business cases is preferred.
• A calm, even and professional demeanor and absolute discretion, integrity, and tact in dealing with a high volume of confidential matters.
• Ability to effectively work with an array of internal and external university constituents.
• Exceptional analytical and organizational skills.

Application Deadline: November 12, 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 classified in the Professional Career Band, Level 2 of the Management and Professional Staff Career Framework.

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.