Description:
- Prepare, edit, and proofread correspondences, presentations, publications, reports, and related documents
- Organize and distribute incoming mail and other materials to coordinate the flow of information internally and externally to the Institute
- Arrange meetings, including scheduling, providing agendas, meeting notes, and following up on action items for the Director, Business Office Manager and Institute Committees as required
- Coordinate web, teleconference, or hybrid meetings as required
- Order office supplies and maintain inventory using appropriate software as required (eg. PeopleSoft)
- Maintenance of Institute record keeping and Membership directories
- Performing a wide variety of University admin functions such as room bookings, invoice processing, job change requests, account maintenance, access requests, expense reports, etc.
- Coordinating travel and accommodations for the Director and visiting guests (speakers, recruitment candidates, etc.) to the Institute
- Assist with Event planning as required with the Community Outreach Coordinator
- Assist with Communications as required with the Senior Communications Advisor
- Answer in person, phone, and electronic inquiries
- Greet visitors and direct to appropriate person where necessary
- Arrange travel schedules and make reservations.
- Organize events by arranging locations, ordering supplies, providing agendas, and answering inquiries
- Compile and organize data, statistics, and other information to support research activities
Qualifications / Requirements:
- High school diploma required, post secondary education preferred
- Minimum 3 years of related administrative experience
- A combination of education and experience will be considered
- Proficient with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)
- Advanced computer skills such as graphic and web design are beneficial
- Strong interpersonal, analytical and organizational skills
- Competency with Audio Visual equipment, web conferencing
- Demonstrated strong communication, team and customer service skills, and an ability to exercise judgment within established guidelines
- Must be open to learning and development, and be willing to accept new challenges and assignments
- A positive attitude and the ability to work independently and as part of a team are critical
- Demonstrated experience with event planning is considered an asset
- Science communications skills are considered an asset
- Knowledge of the University of Calgary processes and procedures is desirable