Operations Coordinator- Hunter Hub, President's Office

Description

The Hunter Hub in the President's Office invites applications for Operations Coordinator
. This Full‑time Fixed Term position is for approximately 24 months (based on grant funding), with the possibility of extension. Created with a transformational gift from the Hunter Family Foundation in 2017, the Hunter Hub for Entrepreneurial Thinking (the Hunter Hub) is UCalgary's community innovation hub that transforms lives and economies through fostering entrepreneurial thinking in students, faculty and the community.

The Hub supports the university’s strategic vision to become the most entrepreneurial university in Canada.

Reporting to the Senior Manager, Operations of the Hunter Hub, the Operations Coordinator will play a key role in ensuring operational efficiency by supporting key operational and financial processes, including administrative assistance for program intake and financial processing, data support and reporting, facilities and access control, and IT support.

• Operational Administration & Program Support
  • Support the workflow and smooth operations involved in coordinating day‑to‑day activities of the Hunter Hub.
  • Establish best practices and support revisions of system and procedures, continually improving effectiveness.
  • Review, track and organize incoming/outgoing operational and financial correspondence and respond in a timely manner.
  • Interact independently with senior administrative staff and key stakeholders to coordinate activities central to the Hub’s mandate.
  • Administer applicants, verifying eligibility, coordinating approvals, and maintaining accurate award records.
  • Serve as point of contact for applicants regarding payment status, scholarship documentation and program requirements.
  • Maintain accurate financial and applicant records within internal systems, ensuring data integrity and confidentiality.
  • Provide administrative support for assigned projects, including events and reception as needed.
• Financial Administration
  • Support financial aspects of all Hunter Hub programming, events and partnerships, including assessment of contracts/agreements, vendor setup and payment processing.
  • Complete payment processes and funds transfers to vendors, participants and partners.
  • Administer all financial transactions, ensuring effective and timely tracking in UCalgary’s system.
  • Monitor partner spending, collecting invoices, reviewing them, and ensuring all backup documentation is organized.
  • Reconcile department payment instruments and expenses; complete salary recoveries and submit requests to research accounting.
• General Project Maintenance
  • Submit credit card reconciliations and expense reimbursements.
  • Maintain activity codes for projects.
  • Identify and mitigate risk.
  • Develop and maintain relationships with research accounting, procurement, IT and other key internal groups.
• Database Administration
  • Create, maintain and update file systems and databases.
  • Ensure records are up‑to‑date and shared drives are organized.
  • Generate routine and ad‑hoc reports on program participation, event performance and membership trends.
  • Assist with dashboards, presentations and summaries when required.
• Facilities, IT & Access Control
  • Coordinate facility operations to ensure functionality aligned with Hub standards.
  • Administer and monitor access control including security permissions.
  • Report and track facilities‑related requests, prioritizing work orders for timely resolution.
  • Maintain accurate records of access permissions, facility requests and service activities.
  • Support space planning, office moves and workstation set‑up.
  • Support onboarding & off‑boarding, including equipment setup, provisioning and system access.
  • Document technical procedures, solutions and troubleshooting for internal knowledge sharing.
  • Assist in submitting IT tickets in a timely manner and escalating complex issues when needed.

• Post‑secondary certificate in Administrative Information Management, or a degree in business or a related field (preferred); a combination of education and experience will be considered.
• Minimum of two years of experience in a business‑related role with progressively increasing…