Administrative Operations Specialist, Hotchkiss Brain Institute

Description

The Hotchkiss Brain Institute (HBI) Administrative Operations Specialist reports operationally to the Institute Director and administratively to the Senior Manager, Business and Operations, HBI.

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

• Periodically provides backfill for other Senior Managers, e.g. during absences and assists with projects undertaken by the core HBI office staff
• Understanding of the HBI's Research Priorities and Institute Initiatives
• Ensures the highest degree of confidentiality while serving as the HBI Director's principal administrative and operational partner. Exercises exceptional discretion, diplomacy, professionalism, and independent judgment when managing highly sensitive and confidential matters, including faculty recruitment and retention, governance, strategic planning, financial and philanthropic initiatives, personnel matters, and executive-level discussions
• Regularly acts on behalf of the Director to advance priorities, manage sensitive information, and direct actions requiring sound judgment, political awareness, and absolute confidentiality
• Evaluates operational and reputational risks associated with high-profile initiatives and recommends mitigation strategies
• Lead the development, maintenance, and continuous improvement of the documentation of HBI central operating procedures, taxonomy, and terms of reference
• Provides consultation, guidance, and mentorship to HBI staff and administrative colleagues across the Institute on governance processes, executive operations, institutional protocol, and best practices, serving as the primary resource for complex operational and administrative matters

• Work collaboratively on team projects while independently managing assigned work
• Proactively undertakes planning and management activities to support the Hotchkiss Brain Institute management team in the effective and timely development, monitoring and reporting on annual portfolio performance priorities, budgeting, and other key management team accountabilities

• Must be proactive in communicating and sharing information with all appropriate internal and external constituencies and able to make judgment calls based on experience
• Ensures that all written communications originating from the Hotchkiss Brain Institute and on behalf of the Director demonstrate a high degree of professionalism
• Establishes and maintains collaborative and positive relationships with staff and other units on campus and diverse constituencies off campus, including private and public sector organizations, as well as local, provincial and federal agencies
• Leads the planning and execution of stakeholder visits, executive meetings and institute tours
• Manage both the HBI Executive Committee and the Strategic Advisory Board, including meeting planning
• Leads a variety of events, with at least two HBI large events a year, involving visiting speakers and coordinating their visits to Calgary
• Ensures that the Director, and Senior Leadership are well informed regarding event logistics such as itineraries, venues, and meeting participants
• Works proactively to ensure that all supporting information is gathered and reviewed in advance so they are fully prepared
• Prepares documents, reports, and presentations, including typing correspondence, document design, PowerPoint presentation design, visually compelling organization of key data and information using design tools such as Canva, data gathering, and coordinating the distribution of supporting documentation as required
• Ensures the website is kept up to date and all outgoing documents maintain a high level of professionalism in design and content.

• Provides administrative support to the Hotchkiss Brain Institute Director including strategic calendar management, follow-up on action items, and event briefing
• Manages the schedule of the Director (HBI), exercises delegated authority to prioritize competing institutional, provincial, national, donor, and executive commitments, proactively identifying emerging priorities and independently reallocating executive time to advance Institute objectives
• Coordinates internal team meetings within the HBI office
• Ensures that the Director's action items are effectively prioritized and addressed promptly through direct action by the Director or through acting on behalf of the Director using appropriate discretion and strategic direction from the Director
• Ensures that action items originating from the Director are undertaken and completed in a timely fashion using effective project management practices and a solution-centric problem‑solving approach
• Oversees limited financial and procurement activities, including the review and approval of expense claims, procurement requests, invoices, and reimbursements in accordance with university policies and delegated approval processes
• Responsible for tracking the HBI…