Administrative Assistant, Administrative Services Department

Description

The Administrative Services Department in the Cumming School of Medicine is currently seeking 2 Full-time Regular Administrative Assistant.

Joining the admin team in CSM will offer an exciting career opportunity learning the vast world of research support. The candidate hired will be looking to grow their skillset, work with a large team of like-minded staff and want to learn.

[Add reporting relationship and overview]This position will report to the Manager, Administrative Services Department, Cumming School of Medicine and day-to-day work and performance will be managed by the UService Team Lead for CSM as well as the Team Lead for IT, CSM. The candidate will work closely with other staff members in the Administrative Services Team and this position will provide support to the faculty member(s) of CSM. Most work is conducted during business hours, though some availability outside of work hours is possible.

As an Administrative Assistant you will be the first point of contact in the UService office for walk-in traffic. You will utilize your administrative skills, knowledge of the University of Calgary policies and procedures, and ability to exercise judgement within established guidelines in this role be to provide exceptional customer service to U of C and AHS staff and faculty. Strong written communication in a professional and pleasant manner is also required as responses will also be provided by e-mail.

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

• Possess a broad knowledge of the IT and UService offerings as this role is expected to exercise independent judgment to redirect queries of the clients or directly respond to the clients
• Manage the ServiceNow platform and the IT ticketing system to ensure client inquiries are properly tracked through the system and directed to the appropriate area
• Validate users to perform IT password resets and access to accounts
• Mange the asset tab distribution for the Foothills Campus
• Manage incoming training requests for Secure Compute and other user training courses offered through ISC and IT
• Responsible for keeping the directory up-to-date
• Organize and complete eFin look-ups and answer simple clinicians research questions. Ensure research account restrictions are adhered to while processing expenses or making purchases
• Appropriately direct or address process monthly PCard and T&E Card reconciliations and ensure all supporting documentation is in place and submitted on time
• Initiate job opening requests or job changes in HR PeopleSoft
• Ensure IT equipment, new P-Cards and other incoming materials are processed appropriately, received in a timely manner and distributed according to prescribed processes and guidelines
• Deal with shifting priorities ensuring all information is produced within deadlines in a professional, accurate manner
• Liaise with internal university stakeholders and external stakeholders and agencies in a courteous and pleasant manner
• Continual professional development and training through courses that are available through the University of Calgary, Continuing Education Faculty
• Work as a team with other administrative assistants to provide support as required
• Manage and direct phone calls from the IT desk on a daily basis
• Provide effective and professional assistance to visitor, faculty and staff inquiries in a courteous, timely and professional manner, demonstrating friendly, complete, competent customer service and support at all times in all situations

Qualifications / Requirements

• Post-secondary diploma in office administration or related area is required
• Must have a minimum three years of experience of working in a complex organization, preferably with a post-secondary institution
• Demonstrated ability to learn systems and processes quickly and thoroughly is required
• Must possess knowledge and understanding of the relationship and linkage between CSM and AHS operations
• Excellent customer service skills are required.
• Strong written and verbal communication skills are a necessity.
• Must have a proven ability to work independently
• Strong interpersonal and organizational skills are required
• The ability to multi-task and effectively work with all employee groups, dealing with tact and diplomacy in all situations, is required
• Must possess a high level of understanding and capability of office administrative practices
• Must possess the ability to retain and apply knowledge of a variety of informational resources and university policies and processes
• Knowledge and ability to initiate various financial, IT, and HR related requests accurately is required
• Must be an an intermediate to expert user of technical systems, including Microsoft Office Suite, PeopleSoft and web navigation
• Understanding of University environment would be an asset

Application Deadline: May 22, 2026

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.

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

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.

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. 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of 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 [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

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