Administrative & Finance Coordinator, Distributed Learning & Rural Initiatives

Overview

Administrative & Finance Coordinator position with the Office of Distributed Learning & Rural Initiatives (DLRI) in the Cumming School of Medicine. This is a Full-time Fixed Term position for approximately 1 year (based on length of grant funding) with the possibility of extension.

The Department of Distributed Learning & Rural Initiatives (DLRI) enhances the recruitment and retention of physicians in rural Alberta by providing opportunities for medical learners to experience rural medical education and by enabling rural and regional physicians to participate in the education process. DLRI scope includes the Rural Initiatives Program, Rural Integrated Community Clerkship (UCLIC), Royal College Initiatives, medical education research, and faculty development.

The Administrative & Finance Coordinator has day-to-day accountability to and guidance from the Manager, Business and Operations, while reporting to the Team Lead, Community Engagement. This role provides administrative and operational support for the Associate Dean, Assistant Dean, Manager and Team Lead(s), as well as core operational support for the DLRI team. This position works closely with DLRI staff to support the administrative needs of the team during peak periods.

This role is the primary contact for the DLRI office. There is a high volume of work with minimal supervision that requires strong decision-making, tact, good judgment, professionalism, confidentiality, maturity and diplomacy when interacting with learners, preceptors and organizations.

(job functions include but are not limited to):

• Manage the Associate and Assistant Dean's calendar, meetings, and travel logistics
• Prepare and distribute meeting agendas, minutes, and communications
• Coordinate internal services and onboarding processes
• Support planning and execution of departmental events, conferences, and meetings

• Process invoices, purchase orders, travel and personal expense reports, and journal entries
• Reconcile P-Card and T&E statements ensuring timely and accurate submissions
• Maintain detailed and organized procurement and financial records
• Track budgets for departmental programs and initiatives (Rural Awards, SIM & Equipment Funding, etc.)
• Assist the Manager and Finance & Business Specialist in quarterly financial reporting and budget forecasting
• Liaise with vendors and supply chain services to resolve payment and contract issues
• Ensure compliance with UCalgary procurement and financial policies
• Reviews Invoices for completeness and accuracy and processes them in a timely manner
• Maintains detailed procurement records, ensuring all activities are tracked and financial transactions are processed for the Rural Awards Program, SIM and Equipment Funding and Rural Health Research Funding

• Develop process documentation and maintain internal workflows
• Monitor contract status and coordinate signing and record retention
• Work collaboratively with the DLRI team to support ongoing and ad hoc projects
• Provide support for surveys and data collection in collaboration with Research Associate
• As other programs develop, may assume additional project responsibilities

• Related post-secondary certificate, diploma or degree in Business Administration or related field required
• Minimum 3-5 years progressive administrative and financial coordination roles, preferably within a post-secondary or public-sector environment
• Demonstrated knowledge and experience with financial systems and reporting tools (People Soft, SharePoint, etc.)
• Experience in taking and preparing formal minutes of meetings
• Advanced interpersonal, organizational and time management skills with the ability to set priorities and meet shifting deadlines
• Ability to work independently, exercising initiative and good judgment
• Proven ability to work as part of a team and be flexible to meet multiple demands
• Ability to work well under pressure and handle shifting priorities with tight deadlines
• Strong analytical and financial reconciliation skills; accuracy and attention to detail are essential
• Demonstrated…