The Department of Physiology & Pharmacology in the Cumming School of Medicine invites application for an Operations Specialist. This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.

The International Microbiome Centre (IMC) Operations Specialist will provide operational support directly to the two Director(s) of the IMC.

This position requires organization, initiative, and judgment within established guidelines, and with the ability to meet established deadlines.

This position reports to the IMC Director, Programs & Business.

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

Infrastructure and Finance Coordination

• With direction from the IMC directors, implement the operational aspects of the IMC including communication tools (website, email, etc), space, budgets, finance, Occupational Health & Safety compliance, facilities management, information technologies, etc
• Responsible for maintaining and implementing changes as directed by the IMC directors for IMC space including developing and tracking of space and infrastructure issues
• Responsible to liaise with Occupational Health & Safety, facilities management, information technologies, etc for implementation of IMC operations
• Track, create and prepare formal reports on the operations of the IMC
• Maintain and update IMC website including obtaining, editing and uploading of new information in a timely manner
• Maintain and respond to inquiries through the IMC operations and administration email accounts
• With directions from the IMC directors, responsible for developing and maintaining data-bases for recording and reporting finances including budgets and actuals
• With directions from the IMC directors, responsible for purchasing, tracking and detailed coordination for IMC consumables, equipment, travel, etc related to IMC operations

Communication and Event Coordination

• Responsible for coordination of IMC meetings and events, working with the IMC team (calendar, room bookings, catering, etc) and gathering/packaging relevant information for the Directors
• Responsible for assisting the Directors with preparing, editing and proofreading of correspondence, administrative and operational materials, grant proposals, reports and other related documents
• Review, tracks and organizes incoming/outgoing correspondence to identify priority items, and respond to requests in a timely manner
• Develops and maintains strong relationships with internal and external stakeholders in a courteous and professional manner to facilitate the achievements of the IMC goals and objectives
• Establish and maintain working files for the Directors where required and ensures immediate reports to manager of activities and progress of work
• Maintain an effective filing and record system, from creation through to archives. This involves the accurate and timely filing of confidential documents for easy retrieval, ensuring adherence to FOIP at all times

Qualifications / Requirements:

• A minimum of a Bachelor Degree required
• Two years' work experience working in operations within the university environment would be considered an asset
• Experience working in a fast-paced environment with constantly shifting priorities ad ability to multi-task
• Demonstrated knowledge, skills and accuracy in communication, event planning and operations with the ability to plan, organize, coordinate and perform work with minimal direction is required
• Demonstrated ability to keep accurate and detailed records is essential
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint) required
• Experience with website design and maintenance considered an asset
• Must be open to learning and development, and be willing to accept new and diverse challenges and assignments including participation and registration in training programs as recommended by the directors
• Knowledge of University core business systems is desirable
• A positive attitude, ability to exercise judgment within established guidelines, and the ability to work independently or as part of a team are critical to success
• WHMIS