Administrative Assistant, Electricity Centre

The Department of Economics in the Faculty of Arts is currently seeking a Part-time Staff Limited Term Administrative Assistant, Electricity Centre for approximately 1 year.

The Electricity Centre is a multidisciplinary research centre within the University of Calgary that supports research, education, stakeholder engagement, and knowledge mobilization related to electricity systems.

The Centre works with faculty members, researchers, students, industry, government, Indigenous partners, and other external organizations to deliver multiple research projects and programs, events, training initiatives, and outreach activities.

Reporting to the Manager, Electricity Centre, the Administrative Assistant works in a fast-paced, collaborative environment that supports multiple concurrent projects, events, and stakeholder activities, including providing administrative support to the Centre Co-Directors.

The position works within established University policies, procedures, and Centre processes under moderate supervision and is expected to organize assigned work, manage competing priorities, and respond to changing deadlines while maintaining a high degree of accuracy and attention to detail. Routine administrative issues are resolved independently, while more complex matters are referred to the Manager.

The position regularly interacts with faculty, staff, students, university service units, funding agencies, industry partners, government representatives, and other external stakeholders. Strong organizational, communication, customer service, and confidentiality skills are essential.

Workload fluctuates throughout the year, with peak periods associated with Centre events, funding application cycles, and reporting deadlines. Occasional flexibility in work hours may be required to support operational priorities.

Due to the operational requirements of the role, regular on-campus presence is required. The position is eligible for a flexible hybrid work arrangement, where operationally feasible, in accordance with the University of Calgary's Hybrid Work Program and as agreed upon with the Manager.

This is a part-time, one-year limited-term position with the possibility of extension.

The Administrative Assistant provides financial, administrative, and operational support to the Centre, its Co-Directors, and its portfolio of externally funded research projects.

The position is responsible for coordinating a range of financial and administrative processes within established University policies and procedures, including processing expense reimbursements, invoices, contractor payments, purchasing, procurement, travel arrangements, and financial reconciliations using University systems.

The incumbent supports project budgeting and financial tracking, maintains accurate records, and assists with financial reporting and documentation.

The position also provides administrative support for Centre operations and the Centre Co-Directors by assisting with meetings, events, workshops, and training activities; maintaining records and communications; and supporting faculty members, staff, students, and external partners.

Working closely with the Manager, and other team members, the incumbent contributes to the efficient delivery of Centre operations and multiple funded projects while providing a high level of customer service to internal and external stakeholders.

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

• Provides financial and administrative support for the Electricity Centre and its portfolio of externally funded research projects, ensuring activities are completed accurately, efficiently, and in accordance with university policies and procedures.
• Processes expense reimbursements, invoices, contractor payments, travel claims, purchase requisitions, procurement transactions, and financial reconciliations using University systems while maintaining complete and accurate documentation.
• Assists with project budget tracking, monitors expenditures, prepares financial documentation, and supports financial reporting requirements for funded projects.
• Provides administrative support to the Centre Co-Directors, Manager, and team members by coordinating calendars, scheduling meetings, preparing agendas, taking meeting notes, and following up on action items as required.
• Supports administrative aspects of Centre events, workshops, seminars, training activities, and meetings, including registrations, venue bookings, travel arrangements, catering, and logistics.
• Maintains organized records, filing systems, contact lists, and project documentation to support efficient Centre operations.
• Assists with onboarding new team members and students by coordinating workspace, equipment, and administrative setup.
• Assists with communications by preparing correspondence, updating website content, maintaining mailing lists, and supporting the distribution of Centre announcements and materials.
• Responds to inquiries from faculty, staff, students, industry partners, government representatives, funding agencies, Indigenous partners, and other external stakeholders, providing professional and timely customer service.
• Coordinates administrative activities across multiple concurrent projects, prioritizing competing deadlines while maintaining a high level of accuracy and attention to detail.
• Applies university policies, procedures, sponsor requirements, and administrative guidelines to ensure compliance with financial and operational processes.
• Identifies routine administrative issues, recommends process improvements where appropriate, and refers non-routine or complex matters to the Manager.
• Performs other related administrative and operational duties as assigned to support the successful delivery of the Electricity Centre's programs, projects, and initiatives.

Qualifications / Requirements

• High school diploma required; post-secondary education in business administration, office administration, accounting, or a related field is an asset.
• Minimum of 2-5 years of progressively responsible administrative experience, preferably in a post-secondary, research, or public sector environment.
• Experience supporting financial and administrative processes, including expense reimbursements, invoice processing, procurement, travel claims, budget tracking, and financial reconciliations.
• Experience working with enterprise financial and administrative systems; experience with University of Calgary systems (e.g., PeopleSoft) is an asset.
• Demonstrated ability to interpret and apply University policies, procedures, and administrative guidelines.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and meet competing deadlines with a high degree of accuracy.
• Excellent interpersonal, written, and verbal communication skills, with a strong customer service orientation.
• Proven ability to work independently within established procedures while contributing effectively as part of a collaborative team.
• Demonstrated ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Experience coordinating meetings, events, and logistics is an asset.
• Advanced proficiency in Microsoft Office, particularly Excel, Word, Outlook, and Teams.
• Experience supporting externally funded research projects or working with research administration processes is considered an asset.

Application Deadline: August 05, 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.

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