Description
The
Department of Surgery in the
Cumming School of Medicine invites applications for a
Administrative Assistant,. This Full-time Fixed Term position is for approximately 6 months (based on length of grant funding), with the possibility of extension.
Will report directly to the Executive Director (ED) of the Ohlson Research Initiative (ORI).
Summary of Key Responsibilities (job functions include but are not limited to):
- Coordinates sample collection, including scheduling, registration, assigning study IDs and uploading documentation to Connect Care and REDCap
- Collects data on patient enrollment, visit schedules, and prepares kits for sample collection. Assures timely and accurate data entry into database
- Prepares sample collection kits for study participants and delivery to operating room and/or surgeon
- Liaise with Principal Investigators (PIs), study research coordinator, and study research assistants to advise on existing protocols, and further develop the patient enrollment, sample collection, sample tracking, and data management processes
- Maintains ongoing communication with study program team, program participants and PI during the course of the program
- Prepare, edit, and proofread correspondence, invoices, presentations, publications, reports, and related documents
- Organize and distribute incoming mail/email and other materials to coordinate the flow of information internally and externally to team
- Arrange meetings, including scheduling, providing agendas, meeting notes, and following up on action items for Executive Director and ORI research team
- Responsible for coordinating the recruitment process for new faculty and staff members, dealing with candidate enquiries, developing the itinerary, coordinating travel arrangements and gathering all relevant information from candidates and then drafting this information for the Executive Director and Search Committee members
- Oversees template-based hires through People Soft and maintains a tracking system for extensions
- Monitors multiple research accounts through EFin and prepares reports and expenditure authorizations for the Executive Director and for other's approval, providing clarification on commitment and budget projections
- Financial management (signing authority [with some decision making] on multiple research/operating accounts)
- Order office supplies and maintain inventory using appropriate software as required (eg. PeopleSoft)
- Answer in person, phone, and electronic inquiries
- Greet visitors and direct to appropriate person where necessary
- Arrange travel schedules and make reservations
- Organize events by arranging locations, ordering supplies, providing agendas, and answering inquiries
- Ensure Executive Director is kept informed of activities, and progress of work
Qualifications / Requirements:
- Post Secondary Certificate/Diploma/Degree
- High school diploma required, some post-secondary education preferred
- Minimum 2 years of related administrative experience
- A combination of education and experience will be considered
- Intermediate to advanced skills using Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)
- Moderate knowledge and skills in PeopleSoft
- Moderate knowledge and experience with Connect Care is highly advantageous. Connect Care research access may be acquired after hire
- Experience with REDCap is an asset but training will be provided
- Excellent interpersonal and organizational skills
- Demonstrate strong analytical skills
- Ability to operate and maintain office equipment
- Demonstrated strong communication, team and customer service skills, and an ability to exercise judgment within established guidelines
- Must be open to learning and development, and be willing to accept new challenges and assignments
- A positive attitude and the ability to work independently and as part of a team are critical to success
- Knowledge of the University of Calgary processes, policies, and procedures is desirable
Application Deadline: November 12, 2026
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
For a listing of all management and staff opportunities at the University of Calgary, view our
Management and Staff Careers website.
About The University Of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy
ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.
As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada. 