Administrative Assistant, Indigenous, Local

Found in: beBee jobs CA - 1 week ago

Calgary, Alberta, Canada University of Calgary Full time

Description

The Office of Indigenous, Local & Global Health(ILGH) in the Cumming School of Medicine invites applications for an Administrative Assistant. This Fixed Term Recurring Part-time position is for approximately 8 months (based on length of grant funding), with the possibility of extension.

This position reports to the Manager, Business Operations.

The Administrative Assistant primary purpose is to assist the ILGH Office team in general by providing financial/ bookkeeping administrative support. Success in the role will require attention to details, accuracy, priorities setting, some judgment and decision-making following procedures and guidelines, and collaborations with the team and volunteers.

This is a recurring part-time position. Recurring part-time employees are hourly employees engaged to perform work on an irregular schedule.

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

  • Administer and manage the submission of requisitions and purchase orders, enter expense claims, submit invoices for payments, update invoice logs. Ensure that source documents such as invoices and receipts are coded to the appropriate accounts
  • Complete requests for new suppliers set up
  • Complete and send requests for Invoices
  • Manage purchasing card payments and monthly reconciliations including monitoring corporate card transactions within ILGH to ensure compliance with card reconciliation expectations (i.e. obtain and organize all the required back up)
  • Follow university expense guidelines to ensure that tasks are completed in an accurate and timely manner
  • Help with organizing travel arrangements for ILGH faculty and staff
  • Liaise with colleagues regarding program financial requirements and travel needs
  • Exercise judgment within established guidelines
  • Recommend changes to procedures or practices within the work unit
  • Establish work priorities and ensure deadlines and met and procedures are followed

Qualifications / Requirements:

  • Diploma or degree in supply chain management or accounting, with at least 1 year of experience in accounts payables or bookkeeping required
  • Strong organizational and analytical skills, as well as attention to details and accuracy
  • Proven ability to thrive in a fast-paced environment
  • Cross cultural sensitivity and commitment to addressing health inequities globally
  • Knowledge of the University of Calgary processes and procedures; Experience with University of Calgary systems (i.e. Peoplesoft) is an asset
  • Excellent verbal communication skills
  • Immediate to advanced skills in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)
  • The ability to multi-task and effectively work with diverse groups, dealing with tact and diplomacy in all situations
  • Must be open to learning and development, and willing to accept new challenges and assignments
  • A positive attitude and the ability to work independently and as part of a team

Application Deadline: April 18, 2024

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

The University of Calgary has launched an institution-wide Indigenous Strategy 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.

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 Equity, Diversity and Inclusion ) and requests for accommodations can be sent to Human Resources ).

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.

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