Description

The Department of McCaig Bone and Joint Health Institute in the Cumming School of Medicine invites applications for an Administrative Assistant. This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.

Reporting to the Manager, Business and Operations, the Administrative Assistant will be the initial point of contact for staff, trainees, faculty, alumni and community members and will provide outstanding customer service to all. The incumbent will carry out administrative tasks in support of the operations team at the McCaig Institute for Bone & Joint Health (MIBJH).

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

Administrative Support

• First point of contact for the MIBJH, screen requests and provide information and guidance to staff, students, faculty and general public; demonstrating discretion and good judgment in dealing with sensitive issues
• Prepare, edit, proofread and file correspondence, invoices, presentations, publications, reports, and related documents
• Organize and distribute incoming mail and other materials to coordinate the flow of information internally and externally to the department
• Organize and maintain shared filing system, membership lists and mailman lists
• Develop and maintain an annual running calendar of key events, meetings, seminars, conferences and administrative deadlines
• Support meetings and events through in scheduling, facility/room bookings, arranging catering, tracking registrations providing agendas, meeting notes, attending as part of the administrative team and following up on action items
• Support onboarding/offboarding activities for staff and students including keys, space assignments, and swipe card access
• Develop and maintain strong relationships with internal and external stakeholders in a courteous and professional manner
• Support the administration of competitions, grants and awards
• Assist and support Communications Team with events when required
  • Assist with order catering, booking venues
  • Assist with onsite check-in
  • Schedule communication and events meetings
• Order supplies and maintain inventory as required

Financial Administration

• Ensures that invoices, Travel and Expense (T&E) credit card and Purchasing (P-Card) credit card statements are reconciled in accordance with policy
• Processes, follows up on, and ensure payment of all requisitions and journal transfers
• Administration of grants and studentships
• Works with the Budget Owner to establish Activity Codes (projects) and assist in monitoring account balances against budgets
• Processes payments related to procurement card expenditures, and supply purchases
• With expenditures approved by the Manager, assist with budget tracking and reporting

Qualifications / Requirements:

• Post-Secondary education required, Office Administration certificate preferred
• Minimum 2 years work experience, preferably in a post-secondary institution or medical/clinical setting
• A combination of education and experience will be considered
• Exceptional customer service, document management and organizational skills
• Intermediate to expert user of Microsoft Office Suite, PeopleSoft and web navigation
• Experience with financial administration, or an interest to develop this skillset is an asset
• Strong communications and customer service skills
• Ability to exercise judgement within established guidelines
• A positive attitude and the ability to work in both independently as well as part of a team
• Knowledge of the University of Calgary's processes and procedures is an asset

Application Deadline: August 5, 2025

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.