Administrative Assistant, Administrative Services Department

Administrative Services Department in Cumming School of Medicine is currently seeking two (2) full‑time regular Administrative Assistant(s).

Reporting to the Manager of the Administrative Services Department, the role provides comprehensive administrative support to faculty members in their research and teaching activities. The position may float between offices in the Faculty and administrative departments as needed.

• Organize and coordinate all activities related to faculty administrative, research, and teaching requirements.
• Manage shifting priorities, ensuring all information is produced within deadlines in a professional, accurate manner.
• Liaise with internal university stakeholders and external agencies in a courteous and pleasant manner.
• Maintain and update computer skills and personal development through university Continuing Education courses.
• Collaborate with other administrative assistants to provide support as required.
• Manage daily phone calls and provide effective professional assistance to visitors, faculty, and staff inquiries.
• Use People Soft and/or eFin to monitor or enter cheque requisitions, travel claims/advances, purchase orders, etc.
• Maintain up‑to‑date filing system and archive files to support faculty teaching and research.
• Operate fax, scanner, and photocopier; prepare related charges when required.
• Support monitoring of project accounts, submitting service requisitions, and financial process support.
• Provide assistance with ethics renewal monitoring, as time permits.

• Grade 12 diploma with 2‑4 years of significant administrative experience and highly developed organizational skills.
• Strong written and verbal communication skills.
• Proven ability to work independently and with multiple tasks, prioritizing and adjusting as necessary.
• Strong interpersonal skills and ability to work with all employee groups, dealing with tact and diplomacy.
• High level of understanding of office administrative practices and ability to retain knowledge of informational resources.
• Intermediate to expert user of Microsoft Office Suite, People Soft, and web navigation.
• Understanding of a university environment is an asset.

Final date to receive applications:
June 22, 2026.

This position is part of the AUPE bargaining unit and falls under the Operational/Administrative Job Family, Phase 2.

We encourage all qualified applicants to apply. Preference will be given to Canadian citizens and permanent residents of Canada.

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. It is committed to removing barriers historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and support their academic and professional success.

In particular, we encourage members of designated groups (women, Indigenous peoples, persons with disabilities, 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 EDI at UCalgary can be sent to the Office of Institutional Commitments () and requests for accommodations can be sent to People & Culture ().

UCalgary’s Indigenous Strategy, “ii’ taa'poh’to'p,” commits to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, and includes Indigenous perspectives in all that we do. The commitment is evident through the oversight of 18 Elders serving on the Circle of Advisors and various unit-based circles working toward implementation of the strategy, including the Faculty Advisory Circle, Office of Indigenous Engagement, Writing Symbols Lodge, and Indigenous Research Support Team.