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Administrative Coordinator, Dean's Office - Social Work, Faculty of Social Work

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Job ID: 14046

Updated: November 7, 2017

Location: Main Campus

Position Overview

The Dean's Office in the Faculty of Social Work is currently seeking a Part-time (20 hours per week) Limited Term Administrative Coordinator for approximately 6 months.

The Administrative Coordinator position reports to Project Manager of Shift: The Project to End Domestic Violence at the Faculty of Social Work and consults regularly on progress, future plans and proposed changes to the work. The role is part-time and expected to work 20 hours per week from Monday to Friday.  High stress factors include tight deadlines as turnaround on deliverables can range from an hour to several months. The nature of this role is very independent and high paced and the successful incumbent must be able to complete projects with a high degree of accuracy and expertise.


Position Description

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

  • Coordinate logistic and organizational matters related to all Shift activities including research related events, round-tables, expert consultations, conferences and any other events
  • Arrange meetings and travel for Shift’s team, including registrations, submissions, logistical preparation and appropriate follow-up
  • With a high degree of professionalism, liaise with various committees and experts including internal and external individuals and groups
  • Maintain physical and electronic filing systems and coordinate data management
  • Maintain and coordinate Shift’s knowledge base of research past, current and planned
  • Administer Shift’s website and online presence including creating content, discussion forums, and implementing social media strategies
  • Provide direct support to the Brenda Strafford Chair, including schedule management, booking and coordination of meetings, internal and external correspondence, email, web 2.0 content updates, budget controls
  • Schedule, coordinate and provide follow up support for meetings, conferences and events, including invitations, correspondence, database management, bookings, reporting, agenda, minutes, legal and filing
  • Supervise support staff and students involved in administration of the project
  • Train and/or ensure that researchers, external collaborators and students are appropriately informed with respect to data management, travel and reimbursement policies and other related internal/external policies ethical certification requirements, and expected deliverables
  • Identify and handle conflict in a sensible and professional manner
  • Liaise regularly with the manager, project leads, staff and external researchers to establish the project timelines, milestones and deliverables related to administration

Qualifications / Requirements:

  • Post-secondary education in Business Administration or related field with minimum of 3 years of relevant work experience in business administration including at least 1 years in a supervisory role
  • Proven customer service experience
  • Demonstrated ability to budget and interpret financial data
  • Demonstrated ability to interpret and communicate policies and guidelines, with ability to deal with ambiguity and explore exceptions and options
  • Advanced technical knowledge of Microsoft Office suite and Web 2.0
  • Experience working in a research environment and in the not for profit sector is an asset
  • Experience in social marketing and public relations is an asset
  • Ability to make creative and independent decisions and possess flexibility to adapt to the changing needs of the environment
  • Highly organized and proficient at handling a significant number of  tasks, duties and activities
  • Meticulous attention to detail
  • Must work with a sense of urgency and demonstrate ability to prioritize and perform work effectively under pressure
  • Exemplary interpersonal, written and oral communications skills
  • Professional, inclusive and supportive style
  • Ability to analyze complex situations, identify workable solutions, and make appropriate determinations based on regulations and the particular policies, sensitivities, and needs of the project
  • Superior organizational, prioritization, communication, negotiation, and interpersonal skills

Application Deadline:  October 17, 2017

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.


Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational / Administrative Job Family, Phase III.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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