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Centre Support Administrative Coordinator, Biomedical Engineering, Schulich School of Engineering

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Job ID: 13802

Updated: October 30, 2017

Location: Main Campus

Position Overview

The Department of Biomedical Engineering - CBRE & CEERE in the Schulich School of Engineering is currently seeking a Full-time Regular Centre Support Administrative Coordinator.

Reporting to the Manager, Department Operations, this position responsible for the administration and coordination of the CEERE (Centre for Environmental Engineering Research and Education) and CBRE (Centre for Bioengineering Research and Education) programs. The incumbent will act as the key resource for the programs and have frequent interaction with students, faculty, and staff involved within the programs, as well as other members of SSE and the University and members of the outside community of academia, government and industry.

They will act as the sole administrator for the two Centres, CBRE and CEERE.  Key responsibilities include the handling of confidential and sensitive HR material, budget planning, facilities support, and undergraduate program administration.  They will ensure positive relations with students, staff, faculty and other units on campus, as well as the general public and act as the main point of contact and support for other units, in particular the Engineering Student Centre (ESC), student governing groups, UofC scheduling office, and the Dean's Office.  They will also serve as program administrator for the undergraduate administrative programs and coordinate with the Centre student societies and faculty members in events and activities.

Position Description

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

Program Administration:

  • Support the Centre Director and Associate Directors (Undergraduate) in aspects of administration of the Centre specializations, including maintenance and review of student records, appointments of sessional instructors and teaching assistants, collection and submission of course materials to ESC, and preparation of calendar submissions
  • Responsible for coordinating all aspects of the undergraduate curriculum administration, including course outlines, exam scheduling, USRI evaluations, grade collection, deferred exams, grade reappraisals
  • Responsible for undergraduate course timetabling and independently providing timetabling solutions when conflicts arise
  • Act as the accreditation administrator and support the accreditation process including interpretation and application of accreditation guidelines
  • Determine accreditation requirements and collect course material and graduate attribute data
  • Work with stakeholders to access information required for accreditation and to follow-up if additional documentation is required
  • Support the Associate Heads, Undergraduate and attend relevant SSE meetings in regards to the Undergraduate program and accreditation

Business Support:

  • Supports Sessional Instructor hiring by creating/posting advertisements, preparing offer letters, and entry into PeopleSoft
  • Assist the Director with hiring casual support, research associates and graduate teaching assistants
  • Advises the Centre Director on the status of the Centre budget, including assistance with tracking of expenses and preparation of regular spending forecasts, ensuring compliance with regulations and deadlines
  • Ensure that financial transactions are processed in a timely manner and advise the Centre Directors of any circumstances requiring discussion or their intervention
  • Procure and process payments for Centre related expenses

Facilities, Resource & Event Support

  • Works closely with the various technical support teams to ensure the Centre laboratories run effectively and Centre spaces and resources are managed, such as ordering materials, supplies and equipment
  • Serve as the Centre's archiving coordinator by maintaining accurate records in accordance with the UofC's archive department retention and destruction policies
  • Maintain and administer websites and mailing lists
  • Responsible for all aspects of Centre special functions and events, including budgeting, bookings, promotional materials, marketing, fee collection, and analysis after the event to identify areas for improvement

Centre Administration

  • Organize and coordinate all activities related to the Centre's administrative program and committee activities such as arranging meetings, providing and distributing backup materials, setting up agendas, booking rooms, creating meeting minutes and providing other back up as required
  • Organize and schedule external appointments, group meetings, seminars, conferences, room bookings and catering requirements, preparation of agendas, minute taking, preparing and distributing notices
  • Assists with the administration of the Industry Advisory Groups and other external groups affiliated with the Centres

Qualifications / Requirements:

  • Post-secondary undergraduate degree or business administration certificate considered an asset undergraduate degree in business, science or related disciplines and administrative training or experience
  • A minimum of three-year's administrative experience with highly developed organizational skills, preferably in a university environment
  • Demonstrated professionalism, tact, maturity, judgment, and attention to detail with the ability to produce work with a high degree of accuracy
  • Proven organizational skills with the ability to set priorities and complete multiple tasks within specified timelines to meet deadlines
  • Demonstrated ability to take initiative and work both independently with minimal supervision and as a team member within a large and complex organization
  • Excellent written and oral communication skills to draft clear, concise, accurate correspondence and to respond to inquiries respectfully and effectively
  • An ability to display good judgment and initiative, tact and diplomacy in interactions with students, faculty, staff and members of the public
  • A high degree of flexibility, the ability to anticipate and adapt quickly to changing priorities in an effective manner, and the ability to work in an environment of continuous change
  • Ability to develop innovative solutions to complex issues and problems, and to make improvements in existing systems and processes
  • Capacity to adjust work schedule to meet multiple demands and pressures, and a demonstrated ability to provide a consistently high level of service
  • Comprehensive computer skills including Microsoft Office, Peoplesoft (preferred), Web Content Management, email applications and web-based systems
  • Proven ability to establish positive relationships with staff, students and stakeholders across campus and external to the University
  • Knowledge of and adherence to U of C and external regulations, policies, and procedures considered an asset

Application Deadline:  October 10, 2017

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

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

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Schulich School of Engineering visit Careers in the Schulich School of Engineering


About the University of Calgary

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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. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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