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The Department of Indigenous Engagement in the Office of the Provost & VP, Academic, invites applications for a Indigenous Administrative Coordinator, One Child Every Child. This Full-time, Fixed Term position is for approximately 12 months, with the possibility of extension.

The Indigenous Administrative Coordinator, One Child Every Child, reports to the Indigenous Project Manager, One Child Every Child. The role is additionally accountable to the Indigenous Lead, and works in collaboration with the whole One Child Every Child Indigenous Team and the Ways of Knowing Accelerator Team.

The Indigenous Administrative Coordinator, One Child Every Child, will be an expert in project and event coordination and administration, ensuring timely processing and execution of administrative, academic and operating activities. The Administrative Coordinator will have exceptional spoken and written communication skills, and be able to plan, organize, and conduct day-to-day activities independently.

One Child Every Child is guided by ii’ taa’poh’to’p, the UCalgary Indigenous Strategy, and walks parallel paths with Indigenous Elders and scholars to encompass the wisdom, voices and priorities of Indigenous peoples for the betterment of all. One Child Every Child brings together Indigenous and non-Indigenous communities, child health research institutes, education and healthcare providers, equity-deserving groups, local, national and global stakeholders to accelerate outcomes for children and their families.

This role supports the continued indigenization of the University of Calgary. Click here to see more job opportunities with an Indigenous scope. 

Position Description

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

Project/ Events Coordination:

• Responsible for effectively coordinating, organizing, and staging institute activities, events, and budgets with oversight from the Indigenous Project Manager.
• Arranges flights, accommodations, transportation and honorariums for invited speakers and visitors for the One Child Every Child Indigenous Team and the Ways of Knowing Accelerator initiatives.
• Supports priorities of the One Child Every Child Indigenous Team and the Ways of Knowing Accelerator Team on a broad spectrum of projects and tasks including coordinating award applications, liaising with internal and external officials.

Administration Activities:

• Provides efficient, effective and comprehensive administrative support and schedule management for the Indigenous Lead and for members of the Indigenous Accelerator team as needed.
• Creates and distributes agendas and records minutes at One Child Every Child Indigenous Accelerator team meetings and other meetings as required.
• Provides support to the Indigenous Lead, One Child Every Child Indigenous team and the Ways of knowing Accelerator Team members and various One Child Every Child committees as required.
• Coordinate and organize travel arrangements for faculty and visiting lecturers’ transportation, itineraries, agency/hotel accommodations and completing all necessary forms and requisitions for funding.
• Maintains and orders office supplies necessary to conduct regular business.
• One Child Every Child point person for catering and event logistics.

Other duties as assigned.

Qualifications / Requirements:

• Undergraduate degree in business or a related field of study; A combination of education and relevant experience may be considered. 
• 1 year of experience in a health/medical research environment is required.
• 3 years of administration experience with an emphasis on decision-making and highly developed organizational skills.
• Experience in an academic environment is preferred.
• In-depth understanding of ii’ taa’poh’to’p, and its key concepts, particularly parallel paths, ethical space and transformation.
• Demonstrated expertise in executive level meetings including setting agendas, recording decisions and meeting minutes.
• Develop and maintain a respectful and positive working relationship with Elders, Knowledge Keepers, University staff and One Child Every Child collaborators.
• Understanding of and commitment to engage in Indigenous protocols, work with Elders and knowledge keepers, and Indigenous practices..
• Ability to anticipate needs, plan, organize, coordinate, and perform work with minimal direction and supervision.
• Proficient in Microsoft applications (Word, Excel, Access, PowerPoint and Outlook Mail and Calendar) and the university core business systems (e.g. PeopleSoft).
• Ability to work independently, while supporting the Indigenous Team and the Ways of Knowing Accelerator team priorities.
• Understanding of University, and of One Child Every Child’s mission, values, and plans.
• Knowledge and understanding of the policies and protocols of the University of Calgary, Cumming School of Medicine, Alberta Children's Hospital Foundation, Alberta Health Services would be an asset.

Application Deadline:  February 16, 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.

Summary

Provides confidential administrative support to the District Vice President.  Responsible to provide various administrative support functions for the department, prioritizing the workload to ensure the group’s objectives and deadlines are met.  Supports these individuals with various projects and day to day workload functions. 

Responsabilities

• Answers and screens telephone calls.  Responsible for arranging Conference calls and Videoconferencing using Scotia preferred vendors.
• Arranges and coordinates travel (utilizing on-line system Egencia); schedules and follows up on reservations and itineraries. 
• Organizes and maintains administrative files, correspondence and other records.
• Coordinates DVP schedules and makes appointments as requested.
• Makes copies of correspondence or other printed materials as required.
• Coordinates meetings including room bookings and requesting technical, audio-visual support, catering, as required).
• Assists with maintenance of client-related databases (using both Excel and Salesforce).
• Establishes sound business relationships by providing courteous and efficient assistance to internal and external clients.
• Assists where possible with company research via the Internet, Library and other on-line services.  Also may be required to contact companies directly to update contact information.
• Acts as an alternate resource/backup for the other Administrative Assistants in the area during lunch hours, illness and other absences.
• Shares in Admin Team responsibilities that support the teams and the Department as a whole (i.e, managing off-site storage records, office supplies, and any ad hoc requests by the Department Administrator).

Requirements

• Minimum High School Diploma (Grade 12).
•  Prefer 2 years’ experience in an administrative role however not essential. 
• A general knowledge of the financial services industry and the ability to learn quickly are definite assets.
• Strong technical skills and knowledge of MS Office 2010 including:
• Word  – used extensively;
• Excel  – used extensively for expenses and databases (level varies based on group);
• PowerPoint  – used occasionally to provide assistance with print jobs and minor edits;
• Excellent organizational and coordination skills.
• Event Planning
• Ability to prioritize multi-person workloads to ensure assignments are completed accurately and meet given deadlines.
• Sound problem-solving skills.
• Demonstrated verbal and written communication skills, with the ability to communicate effectively within all levels of the organization. 
• Ability to quickly comprehend instructions.
• Ability to work in a fast-paced, at times stressful environment.
• Excellent time management skills to handle sensitive materials and the pressure of last minute deadlines.
• Willing to take ownership of tasks and responsibility for their completion.
• High tolerance for, and adaptable to change.  Flexibility is required.
• Ability to work overtime as required, often with short notice (sporadic).

Pursuant to a language needs assessment conducted by Scotiabank, the successful candidate will be required to be able to communicate in English & French because they will serve English-speaking clientele.

Requirements:

Languages: Candidates must have knowledge of the bilinguality
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate
Experience: Candidates don’t need experience although having experience is an asset.
Computer and Technology Knowledge: Candidates must have knowledge of Electronic scheduler, Accounting software, Human resources software, MS Excel, MS Office, MS Word, MS Windows and MS Outlook

Physical Requirements:

• The candidate should be able to work in a Fast-paced environment
• The candidate should be able to work under pressure
• The candidate should be able to maintain tight deadlines
• The candidate should be able to perform repetitive tasks
• The candidate should be able to pay attention to details

Other Requirements:

• The candidate should have an excellent oral communication
• The candidate should have an excellent written communication
• The candidate should be able to work in a flexible environment
• The candidate should be able to multitask
• The candidate should be able to work in an organized way
• The candidate should be a team player
• The candidate should have accuracy
• The candidate should be able to work with being focused on the client
• The candidate should be someone who can be relied on
• The candidate should have an effective interpersonal skills
• The candidate should be someone who can be depended on
• The candidate should be someone who can judge the situation
• The candidate should be someone who has values and ethics

Responsibilities:

• The candidate should be able to arrange and co-ordinate seminars, conferences, etc.
• The candidate should be able to record and prepare minutes of meetings, seminars and conferences
• The candidate should be able to determine and establish office procedures and routines
• The candidate should be able to schedule and confirm appointments
• The candidate should be able to answer electronic enquiries
• The candidate should be able to compile data, statistics and other information
• The candidate should be able to order office supplies and maintain inventory
• The candidate should be able to arrange travel, related itineraries and make reservations
• The candidate should be able to open and distribute regular and electronic incoming mail and other material and co-ordinate the flow of information
• The candidate should be able to set up and maintain manual and computerized information filing systems
• The candidate should be able to type and proofread correspondence, forms and other documents
• The candidate should be able to provide clients with information
• The candidate should be able to verify accuracy and completeness of data

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer by sending an email (along with your resume) through below mentioned details. Also be prepared for the screening questions.

By Email:
[email protected]

Screening questions

• Are you currently legally able to work in Canada?
• Do you currently reside in proximity to the advertised location?

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate
Experience: Candidates need experience of 1 year to less than 2 years

Responsibilities:

• The candidate should be able to record and prepare minutes of meetings, seminars and conferences and also train other workers
• The candidate should be able to determine and establish office procedures and routines, order office supplies and maintain inventory and also type and proofread correspondence, forms and other documents

• The candidate should be able to answer telephone and relay telephone calls and messages
• The candidate should be able to compile data, statistics and other information, open and distribute regular and electronic incoming mail and other material and co-ordinate the flow of information and also set up and maintain manual and computerized information filing systems

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply (along with your resume) through below mentioned details.

By Email:
[email protected]

What is the Opportunity?

As the Administrative Assistant, you will play a critical role by providing direct support to both the Managing Director and Director, Relationship Management at RBCx. RBCx is a full-service platform to accelerate the entrepreneurial journey at every stage of growth – providing access to capital solutions, innovative products and services, and operational expertise to help technology companies’ scale. You will be accountable for managing schedules, departmental events and executive correspondence to ensure the effectiveness of the executive leadership team. In addition, you will liaise with RBC Leadership and business partners on behalf of the Directors, follow-up on action items, maintain calendars, coordinate travel arrangements, maintain and organize files, prepare correspondence and other presentation materials, and prepare / act as a pre-verification officer for department expense reports.

What will you do?

• Provide executive administrative assistance in support of the senior executive maintaining a high degree of confidentiality and accuracy within a fast-paced, deadline driven environment.

• Assist as the primary liaison for the senior executive, with senior internal and external stakeholders.

• Coordinate and maintain senior executive’s correspondence, calendar, and reporting, responding and prioritizing as appropriate and with discretion.

• Proactively manage complex travel arrangements/itinerary; ensuring seamless travel and efficient use of budgeting and resources.

• Coordinate and provide support for internal and external event planning such as offsite sessions, communication & roundtable sessions, Town Halls & Coffee chats

• Manage the senior executive/leadership team’s supplier relations, maintain records and business expenses, and ensure invoices and bills are promptly paid; prepare and approve expenses according to delegated authorities.

• Coordinate all aspects of logistical organization of conferences/meetings. Develop agendas, materials and routines, including action items and follow-ups. Provide post-event support as needed.

• Coordinate arrangements for employee changes and onboarding plans for new hires, including equipment and premises requirements and ensuring adherence policies and procedures.

• Support the Director’s monthly portfolio quality reviews by gathering relevant reports and commentary from VP’s on outstanding items.

What do you need to succeed?

Must-have:

• 5+ years of Executive or Administrative support experience supporting senior leadership.

• Superior organizational skills specifically around calendar management, scheduling, ability to organize, plan, and schedule activities.

• Strong interpersonal relationship skills in working effectively with various levels of staff, including senior management and executives; ability to work as a team member.

• Sound judgement in decision making; strong problem solving skills and resourceful in working with others and representing the office of the senior executive.

• Anticipate the needs of the senior executive and flag questions or opportunities before issues arise.

• Demonstrate initiative, positive and helpful attitude when dealing with others in a professional manner.

• High proficiency in MS Office (Word, PowerPoint, Excel, Outlook); Intranet and Internet navigating and research skills.

Nice-to-have:

• Related experience within a matrixed corporate environment.

What’s in it for you?

We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients succeed. We care about each other, reaching our potential, making a difference to our communities and achieving success that is mutual.

• Opportunity to be a valuable member of a critical team.

• Comprehensive compensation including performance bonus, pro-rated vacation, flexible healthcare benefits.

• Significant exposure to stakeholders across multiple businesses.

• Interesting, complex work that makes a difference in peoples’ lives.

• A collaborative culture that recognizes innovative business ideas.

• Access to various programs, resources and technology.

Job Skills

Communication, Data Entry, Detail-Oriented, Email Services, Office Administration, Presentation Software, Spreadsheet Software, Teamwork, Time Management, Word Processing Software

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate or equivalent experience
Experience: Candidates should have experience of 7 months to less than 1 year
Computer and technology knowledge: MS Office, and MS Word

Physical Requirements:

• The candidates should be able to meet tight deadlines effectively and handle repetitive tasks efficiently
• The candidates should demonstrate attention to detail in their work.

Other Requirements:

• The candidates should possess the ability to multitask effectively and be dedicated to client focus in their interactions
• The candidates should demonstrate excellent oral communication skills and exhibit excellence in written communication

Candidate Status:

• Canadian citizens and permanent or temporary foreign workers of Canada are eligible for this position
• International Candidates who don’t have a valid Canadian work permit also can apply

Responsibilities:

• The candidates should be able to train other workers and record and prepare minutes of meetings, seminars, and conferences
• The candidates should be able to determine and establish office procedures and routines, schedule and confirm appointments, and answer the telephone and relay telephone calls and messages
• The candidates should be able to answer electronic inquiries, compile data, statistics, and other information, and order office supplies and maintain inventory
• The candidates should be able to greet people and direct them to contacts or service areas, open and distribute regular and electronic incoming mail and other material, and coordinate the flow of information
• The candidates should be able to set up and maintain manual and computerized information filing systems, and type and proofread correspondence, forms, and other documents

Benefits:

• The candidates will get parking area

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume, Cover letter) through the below-mentioned details

By email
[email protected]

Be prepared for the screening questions. Include answering the following questions while applying:

• Are you currently legally able to work in Canada?
• Do you have previous experience in this field of employment?
• What is the highest level of study you have completed?

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate or equivalent experience
Experience: Candidates don’t need experience, training will be provided
Computer and technology knowledge: MS Word

Candidate Status:

• Candidate must be a Canadian Citizen or temporary or permanent resident of Canada
• Candidate must have legal authorization (Work Permit) to work in Canada
• If Candidates are unable to fulfill above mentioned requirements, don’t apply for the position

Responsibilities:

• The candidates should be able to greet people and direct them to contacts or service areas, provide basic information to clients and the public, and obtain and process information required to provide services
• The candidates should be able to operate the switchboard or telephone system, order office supplies, and record and relay information

• The candidates should be able to schedule and confirm appointments, send invoices, and maintain work records and logs
• The candidates should be able to receive and issue payments, perform clerical duties such as filing and sorting and distributing mail, and answer the telephone and relay telephone calls and messages
• The candidates should be able to arrange teleconferences, calculate billing charges, and monitor mobile radio or telephone

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details

By email
[email protected]

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate
Experience: Candidates should have experience of 1 to less than 2 years

Physical Requirements:

• The candidates should be capable of handling repetitive tasks and demonstrate attention to detail

Other Requirements:

• The candidates should have client focus, excellent oral communication, and be a team player

Candidate Status:

• Candidate must be a Canadian Citizen or temporary or permanent resident of Canada
• Candidate must have legal authorization (Work Permit) to work in Canada
• If Candidates are unable to fulfill above mentioned requirements, don’t apply for the position

Responsibilities:

• The candidates should be able to supervise other workers, determine and establish office procedures and routines, and schedule and confirm appointments
• The candidates should be able to answer telephone calls and relay messages, answer electronic inquiries, and compile data, statistics, and other information
• The candidates should be able to open and distribute regular and electronic incoming mail and other material and coordinate the flow of information, plan, develop, and implement recruitment strategies, and manage contracts
• The candidates should be able to assign, coordinate, and review projects and programs, oversee payroll administration, and plan, organize, direct, control, and evaluate daily operations

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details

By email
[email protected]

WHAT YOU NEED TO KNOW

• Language Requirement:  English oral, reading, and writing.
• Police Record Check: The successful candidate will be required to complete a Criminal Records and Judicial Matters Check with the Police Services detachment in their jurisdiction to the City of Ottawa’s satisfaction.; Police record checks completed by a third-party company will not be accepted.  
• You may initially be paid 95% of your starting rate of pay, in accordance with the collective agreement.
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements. 
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. 
• Note: Applications / resumes received will be used to staff current and on-going requirements until December 31, 2024.

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted. 

The Client Administration Officer provides back-office support to our Dynamic Funds clients through researching and resolving trade requests.

Is this role right for you? In this role you will:

• Maintain a high level of service to clients by ensuring the client’s requests are processed accurately and efficiently
• Sort, scan, and index incoming mail
• Process financial & non-financial mutual fund transactions
• Place outbound calls to resolve issues
• Respond to escalated calls from clients and provide appropriate resolution and knowledge
• Investigate and track system issue and develop workarounds/solutions
• Work with the leader to define and enhance procedures
• Proactively work with the team to provide solutions to problems and potential issues
• Improve service levels by continually reviewing process/procedures and identifying opportunities for enhancements
• Participate in special projects/assignments and perform other duties as required

The Must Haves:

• Completed post-secondary education
• A minimum 2 to 3 years’ experience in a client service or back-office environment
• Knowledge of industry databases (i.e., iFAST, AWD)
• Knowledge of the mutual fund industry & products (funds, account characteristics, industry knowledge)
• Canadian Investment Funds Course is an asset
• Fluent in English and French is an asset

Do you have the skills that will enable you to succeed in this role? – We’d love to work with you if you have:

• Strong problem-solving skills
• Strong attention to detail
• Effective verbal & written communication skills
• An ability to prioritize & organize incoming work
• Excellent time management skills
• An ability to work in a fast-paced, constantly changing environment
• An ability to multi-task
• An ability to meet and maintain specified minimum productivity and quality standards
• The ability to maintain good call efficiency while maintaining quality client service

This posting will expire on February 8th.

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate
Experience: Candidates should have experience of 1 to less than 2 years
Computer and technology knowledge: MS Excel, MS Office, MS Outlook, MS PowerPoint, MS Windows, MS Word
Security and safety: Criminal record check

Physical Requirements:

• The candidates should be able to thrive in a fast-paced environment
• The candidates should be capable of working under pressure and adept at meeting tight deadlines
• The candidates should have a keen attention to detail

Other Requirements:

• The candidates should demonstrate efficient interpersonal skills and show flexibility in their approach to tasks
• The candidates should be highly organized and demonstrate reliability in their work

Candidate Status:

• Candidate must be a Canadian Citizen or temporary or permanent resident of Canada
• Candidate must have legal authorization (Work Permit) to work in Canada
• If Candidates are unable to fulfill above mentioned requirements, don’t apply for the position

Responsibilities:

• The candidates should be able to review, evaluate, and implement new administrative procedures to enhance efficiency and effectiveness in the workplace
• The candidates should be able to delegate work to office support staff, optimizing the distribution of tasks based on skills and workload
• The candidates should be able to establish work priorities, ensure procedures are followed, and maintain a structured and organized workflow
• The candidates should be able to carry out administrative activities of the establishment, overseeing day-to-day operations
• The candidates should be able to administer policies and procedures related to the release of records, processing requests under government access to information and privacy legislation to ensure compliance
• The candidates should be able to coordinate and plan for office services, such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance, and security services, facilitating smooth operations
• The candidates should be able to assist in the preparation of the operating budget and maintain inventory and budgetary controls, contributing to financial management
• The candidates should be able to assemble data and prepare periodic and special reports, manuals, and correspondence, supporting communication and decision-making
• The candidates should be able to oversee and coordinate office administrative procedures, ensuring seamless operations in the office environment

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details

By email
[email protected]