Administrative Coordinator, Taylor Institute for Teaching and Learning

Description

The Taylor Institute for Teaching and Learning is currently seeking a Full-time Temporary Relief Administrative Coordinator for approximately 6 months.

Reporting to the Office Manager, the Taylor Institute (TI) Administrative Coordinator will play a significant role in the overall administration of the unit and deliver a superior level of support to faculty and staff throughout the Taylor Institute and the University of Calgary. The successful incumbent will provide and coordinate administrative support for the TI, coordinate and support key TI initiatives, coordinate student hires, and provide office management support for the Taylor Institute.

The work is highly interactive, including contacts with faculty, staff, and students from across the University of Calgary and the public as necessary. Exceptional professionalism, diplomacy, tact, organizational, and communication skills are required. The ability to manage priorities, multi-task simultaneously, work independently to tight timelines, maintain confidentiality, and deal effectively with overlapping and changing deadlines and priorities is required. This position also requires a high level of technical expertise in computer and office skills, including word processing, calendaring, digital collaboration, and the ability to learn and adapt to new software and applications quickly..

The successful applicant will communicate in a kind and professional manner with colleagues in the Taylor Institute, University of Calgary faculty, staff, students, and visitors in person, on the phone, and by e-mail. Strong oral and written communication and interpersonal skills are required to perform many duties that require interaction and communication with a broad range of individuals within the Taylor Institute as well as across and beyond the University community. The successful applicant will be adaptable, and work effectively in a complex environment, managing multiple projects and competing deadlines. They must demonstrate quick judgment in determining the best course of action. Critical and innovative thinking, problem-solving abilities, and attention to detail are essential.

This position is based in Calgary on the University of Calgary's main campus at the Taylor Institute for Teaching and Learning. This position may occasionally require irregular work hours during peak periods and events.

The University of Calgary is committed to an equitable, diverse and inclusive campus that is accessible to all and is free from harassment, bullying and discrimination.

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

Provide Administrative and Operational Support for the TI

• Provide effective and professional assistance to faculty, staff, students, and visitors in a courteous, timely and professional manner, demonstrating friendly, complete, competent customer service and support at all times in all situations.
• Create and maintain an efficient and secure digital filing system for projects, accounts payable, purchases, and other areas, including storage and archiving according to university regulations and FOIP.
• Manage and support all administrative tasks around internal TI events, including but not limited to communications and marketing, event briefs, planning timelines, creating invitations, tracking RSVPs, reminder emails, maintaining invitation lists and databases, AV/Comm media requirements, catering, decorations and gifts for speakers.
• Attend planned events to coordinate on-site activities (setup of equipment and smooth function of same, coordination of food/other vendors, registration table, etc.) for events both on and off campus.
• Assist the Office Manager in preparing and managing internal and external communications.
• Work as a team member with others throughout the administrative group to provide general administrative support for core programs, initiatives, and events such as the Annual Post-Secondary Conference on Teaching and Learning, Teaching Awards Program, and Annual Teaching Celebration.
• Set own and others' priorities and deadlines as they pertain to core administrative and operational functions and processes in the TI.
• Develop and initiate changes to administrative procedures on behalf of the Office Manager to streamline efficiencies and processes, ensure compliance with university policies and procedures, and support the university's key strategies (Indigenous strategy, EDIA strategy, mental health strategy, and sustainability strategy).
• Order supplies, catering, and equipment as needed.
• Write, edit, and proofread general correspondence, administrative and leadership material, grant program documents, tracking documents and databases, letters, emails, manuscripts, annual reports, and other related documents.
• Provide effective and professional assistance to faculty, staff, students, and visitors in a courteous, timely and professional manner, demonstrating friendly, complete, competent customer service and support at all times in all situations.
• Take necessary action to respond to email, phone or face-to-face correspondence when appropriate, consistent with the Taylor Institute vision and mandate.
• Coordinate TI committee meetings, including University-level committees with internal and external members - managing communications, catering, room bookings, scheduling, preparing agendas, taking minutes, tracking action items and deliverables, and preparing and distributing notices.
• Coordinate travel arrangements for members of the TI leadership team and visiting guests, including arrangements for transportation, accommodation, preparation of itineraries, budgeting, dealing with the travel agency/hotel travel booking, and completing all necessary forms and requisitions.
• Provide assistance with Academic Staff HR processes as needed (e.g., search and selection committees).
• Provide financial administration support, including preparing expense claims, making travel arrangements, creating purchase orders, monitoring payments, and reconciling expense accounts.

Coordinate Key Initiatives

• In collaboration with the Academic Lead, Teaching and Learning Research and the Office Manager, responsible for the administrative program management of the full lifecycle of the UCalgary Teaching and Learning (TL) Grants program and supporting other special projects related to teaching and learning research as needed.
• Deal with complex issues, manage problems, and find resolutions to ensure the efficient administration of the grants program (develop and implement strategies for managing, communicating, and assessing program activities; writing, editing, and proofreading supportive materials; recommend changes to procedures and practices to improve the grants program).
• Manage Teaching Grants email account, acting as the key representative of the UCalgary Grants Program.
• Respond to general inquiries and all grants program questions. Provide guidance to grant applicants and recipients about applications, program and university requirements, and processes and procedures.
• Manage and coordinate all phases of the annual lifecycle of the TL grants programs: Preparation for the next application cycle; Application; Adjudication; Awards; Recipient support and management.
• Revise and update communication and supporting materials related to the website, forms, print materials, emails, and reports for the Teaching and Learning Grants program.
• Consult with TI Communications Team to promote, market, build awareness of, and celebrate the program.
• Capture relevant program statistics by creating and managing relevant databases (i.e., Excel spreadsheets, any other recommended by this position).
• Coordinate appropriate data to help evaluate the quality, impact, and success of the teaching and learning grants program.
• Coordinate gatherings of grant recipients and other TI meetings to foster research on teaching and learning (e.g., reading groups, brown bag lunches).
• Ensure final reports related to the teaching and learning grants program are publicly available on the Taylor Institute website.

Coordinate and Support Student Hires

• Provide direction as it pertains to administrative and operational functions and processes (e.g., template-based hires, contracts, onboarding, offboarding, HR forms, and special projects).
• Provide expertise and advise academic staff on the various student employment options.
• Manage and coordinate an average of 100 student hires over the year with high demand during peak periods.
• Process all student-related HR transactions (e.g., terminations, extensions, job change requests, etc.) in a timely and accurate manner and ensures that HR files are maintained, distributed and filed appropriately (e.g., hiring, contracts, welcome communications, time sheet support, related documentation).
• Track all student hire information and provide regular and accurate reports.

Qualifications / Requirements:

• An undergraduate degree or equivalent experience of several years of relevant administrative/coordinator roles, successfully coordinating/supporting office operations or ongoing annual programs/projects.
• Strong interpersonal skills and a demonstrated ability to build and maintain positive relationships. Able to effectively work independently and as part of a team.
• Exemplary poise, tact, and diplomacy to deal appropriately with various people and situations (i.e., students, faculty, administrators, staff, community members, and traditional knowledge keepers).
• Proven ability to communicate effectively, delivering clear and concise written and verbal communications. Accurately and thoroughly draft letters, reports, summaries, and relevant documentation. Skillful in extracting, combining and documenting key themes from committee and group discussions across diverse topics, enabling clear organization and effective decision-making.
• A proven track record of effectively and quickly acquiring new knowledge and skills (technology, software, platforms, etc.).
• Expertise in essential computer skills and the use of software applications for word processing, spreadsheets, calendars, email and presentations.
• Ability to swiftly understand and navigate unfamiliar tasks or challenges, displaying a proactive and resourceful approach to learning and problem-solving.
• Proactive approach to anticipating needs, planning, organizing, and coordinating tasks with little or no direction in a complex environment with multiple projects and competing deadlines.
• Meticulous attention to detail and a high degree of accuracy in all tasks and deliverables.
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
• Demonstrated commitment to Indigenous engagement, understanding the historical and current colonial context, and building reciprocal relationships.
• Understanding equity, diversity, inclusion and accessibility principles and practices would be an asset.
• A strong understanding of Indigenous perspectives, communities, protocols, engagement and familiarity with the University's Indigenous Strategy would be an asset.
Knowledge of university core business systems and experience working at the University of Calgary would be an asset.

Application Deadline: July 28, 2025

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 3.

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 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 Institutional Commitments ([email protected]) and requests for accommodations can be sent to Human Resources ([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.