Information Desk / Administrative Assistant, Cumming School of Medicine

University of Calgary; Calgary; On-site; CAD 40,000 - 54,000; Full time

Job summary

The University of Calgary is seeking an Information Desk / Administrative Assistant reporting to the Manager, Administrative Services, Cumming School of Medicine. The role provides information support to community partners and supports faculty with administrative tasks.

You will be the first point of contact for staff, patients, students and visitors, manage time effectively, and maintain professional presence on campus.

Qualifications

• 3-5 years experience in an administrative role with emphasis on decision-making and highly developed organizational skills.
• Exceptional communication, analytical, organizational, interpersonal and decision-making skills are required.
• Ability to manage interactions with a wide range of people and situations from students to dignitaries.
• Experience in fast-paced environments with shifting priorities.
• Strong computer skills in Microsoft Office Suite.

Responsibilities

• This position is the first point of contact for staff, patients, students and visitors.
• Must be able to manage their own time effectively to complete the requirements of the position and ensure that all duties of the position are carried out professionally, on time and as required.
• Ensures timely reporting for start of shift, regular work attendance, and that personal hygiene and attire are appropriate for the campus working environment.
• Establishes and maintains effective, productive relationships with visitors, patients, staff, students, peers, immediate supervisor and senior management, and with the Campus community.
• Performs all duties in a safe and professional manner and in accordance with established University and departmental policies and procedures.
• Responsibilities include directing visitors, patients, staff, students and contractors to their destination.
• Providing administrative support to faculty members including, but not limited to, corporate card reconciliation, expense reimbursement, and initiating HR forms.
• Process Building Notices for both planned Shutdowns and Emergency actions.
• Distributes all keys for the Health Sciences, Heritage Medical, TRW and HRIC buildings, including tracking the keys in the database.
• Enters parking information for main campus virtual parking passes.

Skills

Administrative experience

Time management

Communication skills

Interpersonal skills

Decision-making

Tools

Microsoft Office Suite

Job description

Information Desk / Administrative Assistant

Reporting to the Manager, Administrative Services Department, Cumming School of Medicine, this position provides information support and resources to a variety of our community partners including but not limited to Campus Infrastructure, Cumming School of Medicine, Faculty of Veterinary Medicine and UCMC Clinics.

This role may be asked to back-fill for other Administrative Assistants during vacation, appointments and sick leave periods, acting in and delivering on the accountabilities and responsibilities of the Administrative Assistant.

Summary of Key Responsibilities

• This position is the first point of contact for staff, patients, students and visitors
• Must be able to manage their own time effectively to complete the requirements of the position and ensure that all duties of the position are carried out professionally, on time and as required
• Ensures timely reporting for start of shift, regular work attendance, and that personal hygiene and attire are appropriate for the campus working environment
• Establishes and maintains effective, productive relationships with visitors, patients, staff, students, peers, immediate supervisor and senior management, and with the Campus community
• Performs all duties in a safe and professional manner and in accordance with established University and departmental policies and procedures
• Responsibilities include directing visitors, patients, staff, students and contractors to their destination
• Providing administrative support to faculty members including, but not limited to, corporate card reconciliation, expense reimbursement, and initiating HR forms
• Process Building Notices for both planned Shutdowns and Emergency actions
• Distributes all keys for the Health Sciences, Heritage Medical, TRW and HRIC buildings, including tracking the keys in the database
• Enters parking information for main campus virtual parking passes

Qualifications / Requirements

• 3-5 years experience in an administrative role with emphasis on decision-making and highly developed organizational skills
• Exceptional communication, analytical, organizational, interpersonal and decision-making skills are required
• Will possess maturity, self-confidence and poise to deal appropriately with a wide variety of people and situations from the student level to high-profile community leaders and dignitaries
• Experience working in a fast-paced environment with constantly shifting priorities
• Ability to anticipate needs, plan, organize, and perform work in a busy office setting
• Superior written and oral communication skills are required, and the candidate must have the ability to share information with accuracy and thoroughness while facing pressure and/or deadlines
• High degree of accuracy and exceptional attention to detail
• Knowledge of university core business systems and operating procedures
• Strong computer skills in Microsoft Office Suite
• Previous experience dealing with senior University and/or community leaders is an asset

Application Deadline

November 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/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 the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).

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