The Faculty of Veterinary Medicine is currently seeking a Coordinator, Faculty Affairs and Development. This Full-time Fixed Term position is for approximately 24 months (based on length of grant funding), with the possibility of extension.

This position is located at Foothills Campus, but there is potential for occasional work at the Spy Hill Campus, W.A. Ranches, and for off-campus trips.

The Coordinator, Faculty Affairs reports to the Business Manager, and supports the activities of the Associate Dean, Faculty Affairs and Development.

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

Meeting & Committee support (Search and Selection, Merit, Seminars)

• Provides administrative support to the committee by compiling applications and reference letters, organizing selection committee meetings, preparing recruitment packages, arranging travel and accommodations, and scheduling interviews, meetings and seminars
• Coordinates and manages logistics for meetings and seminars which may require room bookings, menu selection, preparing agendas, taking and transcribing minutes, preparing and distributing notices, and processing reimbursements for candidates

Onboarding and Offboarding

• Works with the Associate Deans to ensure that onboarding and offboarding checklist is completed
• Works closely with Human Resources to ensure all required documentation is collected when hiring a faculty or staff member
• Acts as the onboarding coordinator for incoming faculty and staff. Liaises with HR as required
• Orders credit cards, business cards, and computer and other required office equipment
• Arranges payment of relocation expenses
• Assists with benefit enrollment, parking, and obtaining Unicard
• Works closely with Facilities to ensure office and labs are prepared or vacated (phone services, computers, keys)

Financial Transaction Support

• Responds to inquiries about faculty expenses, CE/PD, board memberships or any UCVM-specific faculty perks
• Provide resources to ensure faculty are aware support programs, including PER and TUCFA programs
• Manages all expenses relate to recruitment

Event Support

• Assists with coordination and logistics for faculty development related events, including arranging transportation and accommodations, preparation of itineraries, and completing all necessary forms and requisitions

Communications Support

• Maintains and updates public and internal comms resources related to Faculty Affairs and Development
• Primary contact for Faculty Affairs and Development related inquires

Qualifications / Requirements:

• Post-secondary education in the area of administrative assistance, combined with 3-5 years of progressive experience, preferably in an academic environment, is required. An equivalent combination of education and experience may be considered
• High level of proficiency with Office365 applications (Word, Excel, Teams, and PowerPoint) is required
• Ability to quickly learn how to operate a wide variety of software at an intermediate level including, but not limited to: PeopleSoft, Yuja, Qualtrics, Marketo, Adobe applications and web content management system is required
• Superior organizational skills with the ability to set priorities and meet objectives is required
• Strong written and verbal communication skills and with a very high degree of accuracy and attention to detail is required
• Proven ability to work independently, multi-task, and manage conflicting priorities and demands is required
• Proven ability to work in a team environment, both as a leader and contributor, is required
• Experience maintaining confidentiality with highly sensitive information is critical
• Experience with UCalgary and UCVM policies, procedures, and systems (or other large public institutions) is an asset
• Previous experience with PeopleSoft and/or e-procurement and financial software is an asset
• Proven ability to work in an open-space environment that is complex, changing and at times stressful, is critical to the role