The Libin Cardiovascular Institute in the Cumming School of Medicine invites applications for an Administrative Coordinator, Precision Medicine. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.

This position reports to the Associate Director, Precision Medicine Initiative.
This role will provide administrative coordination and operational support to leadership of a portfolio that encompasses the PULSE Center, Libin Precision Medicine Initiative, and Personalized Diagnostics Program. This portfolio is an interconnected group of teams dedicated to Precision Medicine at the Libin Cardiovascular Institute and across the Cumming School of Medicine. The individual in this position will provide daily functioning and operations of this group of teams, including research and data support staff, management, and leadership. Standard work hours are anticipated, with occasional events or executive meetings that may require support in off-hours. The role requires primarily onsite support, though some flexibility in line with daily needs may be accommodated.
Summary of Key Responsibilities (job functions include but are not limited to):

Daily Operational Support:

• Effectively manage the day-to-day calendar and schedule of the Directors and Associate Directors to ensure that regular ongoing meetings with team members and external contacts are appropriately scheduled, with any necessary supports or resources in place
• Manage and provide administrative support to ensure the day-to-day activities and tasks of each team are addressed in a timely, accurate, and professional manner to support the effectiveness of each team
• Assist with the preparation, editing, and proofreading of various communications and correspondence, including invoices, briefing notes, meeting documents, web content, posters, presentations, publications, reports, and related documents
• Handle general telephone and email inquiries from a variety of stakeholders, including Libin Institute & Cumming School of Medicine members, partnered institutions, officials of government departments and agencies, and the general public
• Guide team leadership and/or staff on form, accuracy, and content of correspondence that requires executive signature
• Review, track, and organize incoming/outgoing correspondence to identify priority items, responds appropriately to requests and inquiries, looping in the appropriate leadership or staff as relevant
• Support project tracking, such as tasks, accountabilities, timelines, and progress in appropriate software or documents
• Maintain documentation and filing system in SharePoint, including version control, naming systems, access provisions, etc.
• Maintain the office area and team office space to ensure overall cleanliness and organization
• Submit and track all Archibus, maintenance, and facilities requests, providing onsite coordination support for action items
• Order office supplies and maintain inventory using appropriate software as required

Financial Administration:

• Track, prepare, reconcile, and report on the monthly PCard and travel and expense cards for the leadership of each team in the portfolio
• Support all finance matters and processes related to the work of the teams, including contracts, purchases, journal transfers, invoice payments, budget tracking, and reporting

Scheduling & Meeting Support/Coordination:

• Arrange meetings, including scheduling, drafting/providing agendas or meeting packages in advance, while providing setup and real-time support, including video conferencing and room setup, taking minutes/developing summaries, and flagging follow-up or action items for team leadership
• Support meeting and event preparation, including compiling materials, agendas, and making general arrangements for committee and executive meetings
• Work within institutional processes and policies to arrange travel schedules, make flight and travel reservations, and advise leadership, staff and students on financial requirements for event, conference, or other off-site meetings
• Support events by arranging locations and site bookings, ordering catering or materials, supporting registration and event materials, monitoring event email inquiries, providing onsite support, and arranging event tear down/clean up activities

Qualifications / Requirements:

• Post-secondary degree or diploma preferred
• Minimum 5 years of related administrative experience; a combination of education and experience will be considered
• Experience working in a large, dynamic team with proven personal effectiveness, productivity, and the ability to anticipate needs or flag potential issues for leadership or relevant team members
• Exceptional interpersonal and communication skills, including excellent telephone etiquette and the ability to interact with stakeholders at all levels
• Ability to support a variety of financial tasks within the established processes of UCalgary while optimizing planning, tracking, and reporting at a team level
• Superior time management and organizational skills, with high attention to detail and ability to navigate own work with changing priorities and needs
• Ability to work under tight timelines, maintain confidentiality, and be resourceful, creative, and flexible when addressing problems or challenges
• Advanced skills in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, SharePoint), UCalgary core business systems (e.g. PeopleSoft, eFin), scheduling tools (e.g. Doodle), project tracking software (e.g. Monday.com), registration software e.g. Eventbrite), or transferable skills in similar applications
• Strong critical thinking skills with the ability to exercise judgment within established guidelines
• Ability to operate and maintain various office equipment (i.e. photocopier, video conferencing equipment, etc.)
• Must be open to learning and development and be willing to accept new challenges and assignments