Administrative Coordinator - Executive Suite

Overview

The Office of the Provost & Vice‑President Academic is currently seeking a Full‑time Regular Administrative Coordinator
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This individual is the first point of contact for the university's leadership team, whether in person, by email, or by phone. The President, Provost, and other members of the executive office meet with politicians, diplomats, business, educational, and community leaders on a regular basis; the Administrative Coordinator must act with professionalism and confidentiality, as necessary. This position involves technical requirements including proficiency with university tools such as Peoplesoft and Microsoft Office Suite.

The Administrative Coordinator oversees the logistics related to meeting rooms in the executive office, supply management (including working with vendors), and other duties critical to smooth operations in the office.

This full-time AUPE position normally works Monday to Friday, 35 hours per week, 8:30 am – 4:30 pm with occasional variances in start and end time, depending on project or meeting requirements. This position is required to be on campus. The Administrative Coordinator reports to the Operations Manager in the Office of the Provost and performs a critical function in the executive office at the University of Calgary.

The nature of the work often includes multiple simultaneous deadlines and fast turnaround times. Clear knowledge of university‑wide policies and practices and the complexities of the university's organizational structure are required.

• Greet visitors and guests for occupants of the executive office (approx. 75 people), including members of the executive leadership team, providing courteous and professional service.
• Assist with all aspects of scheduling and organizing meetings and special events, including room bookings (for 7 meeting rooms) including online approval of room bookings, as well as set‑up and clean‑up of meeting rooms on the main floor of the executive office, ordering food, organizing setup of com/media equipment if required, preparation of room including audio‑visual system, and assembling meeting packages.
• Act as main contact for catering deliveries within the executive office; however, main responsibility for catering will be for the meeting rooms on the main floor.
• Respond quickly and efficiently to last‑minute scheduling changes, including room bookings and logistics.
• Liaise with other service units (i.e., printing services, materials management, IT support services) ensuring needs of the office are being met.
• Ensure all security protocols for the office are followed to mitigate risk of any breach of conduct or behavior.
• Responsible for general security for the executive office including coordinating security access requests, security access passes to the office and washrooms, as well as the management of keys and their distribution within the executive office.
• Responsible for maintaining general office supplies (make orders, track, and distribute stationery for general office supplies).
• Reconcile general fund purchases (including materials and supplies).
• Assist with office projects (e.g., large‑scale copying and binder projects).
• Coordinate kitchen clean‑up and supplies for the main floor kitchen, including recycling, coffee supply, and dishwasher, and act as liaison with external suppliers.
• Effective and efficient execution of general office duties including mail/fax distribution and receiving/sending courier shipments.
• Maintain effective filing and records system including both paper and electronic formats.
• Maintain up‑to‑date databases and email distribution list(s).
• Acts as senior emergency warden for the Executive Suite.
• Assists with weekly expense report management; experience with University of Calgary expense policies, procedures, and compliance process is an asset.
• Resolve problems in a successful and timely manner.
• Demonstrate initiative and flexibility in developing and changing processes, policies, and practices when needed. This role depends on diplomacy, foresight, and sound judgment.

• Post‑secondary education in the field of office administration is required, such as a diploma with…