Description
The Recovery on Campus (ROC) Alberta and UCalgary Recovery Community under the Office of Institutional Commitments invites applications for an Administrative Coordinator. This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.
This position reports to the Manager of Recovery on Campus - University of Calgary Recovery Community and provides administrative and operational support to the Director, Manager, and broader program team while coordinating the day-to-day administrative operations of Recovery on Campus (ROC) and the UCalgary Recovery Community (UCRC).
ROC is a provincial initiative designed to engage, innovate, and inspire the co-creation of addiction recovery-oriented campus communities across 27 publicly funded post-secondary institutions in Alberta. The UCalgary Recovery Community (UCRC) provides direct recovery-oriented supports, programming, and community-building for students, staff, faculty, alumni, and community members at the University of Calgary navigating substance use, process addictions, and recovery. The position also provides administrative support for affiliated research and evaluation activities through the Recovering in Place Lab (RIPL).
Summary of Key Responsibilities (job functions include but are not limited to):
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Manage calendars, scheduling, space bookings, meeting logistics, and operational priorities across multiple projects and funding streams.
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Prepare agendas, minutes, briefing notes, reports, presentations, and track action items and deliverables.
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Coordinate day-to-day administrative operations, including records management, filing systems, office processes, supply management, and internal documentation.
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Support operational logistics for peer support groups, meetings, events, workshops, conferences, and community spaces.
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Support budget tracking, reconciliations, expense documentation, and financial reporting preparation across multiple funding streams. Reconcile commercial card transactions, process invoices and receipts, and coordinate travel reimbursements and expense claims.
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Coordinate grant administration processes, reporting timelines, and supporting documentation for provincial and institutional requirements.
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Support scholarship, award, seed grant, hiring, and onboarding administration.
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Provide administrative and logistical support for provincial coordination activities across Alberta¿s post-secondary institutions, including leadership-approved communications, advisory meetings, and Communities of Practice.
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Coordinate volunteer administration using Better Impact, including recruitment, onboarding, scheduling, and approval of volunteer hours.
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Support participant-facing administrative needs and contribute to a safe, welcoming, trauma-informed environment.
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Support the coordination of research and evaluation activities by preparing materials, maintaining documentation, scheduling meetings, and assisting with project administration.
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Demonstrated commitment to contributing to a respectful workplace that reflects the University's values of civility, inclusion, collaboration, and psychological safety.
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Demonstrated emotional intelligence, adaptability, and resilience when working in dynamic environments with competing priorities and sensitive situations.
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Demonstrated professionalism, integrity, discretion, diplomacy, and the ability to maintain strict confidentiality while handling sensitive personal, financial, human resource, and health-related information.
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Collaborate with the Research Associate on administrative and logistical components of research and evaluation activities.
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Identify and implement process improvements to enhance operational efficiency, consistency, and program effectiveness.
Qualifications / Requirements:
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Minimum of 5+ years of experience in administrative, support, operations, or program coordination roles, or an equivalent combination of education and experience.
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Post-secondary education in administration, business, social sciences, or a related field.
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Demonstrated ability to build and maintain positive working relationships while exercising tact, diplomacy, professionalism, and sound judgement in interactions with diverse stakeholders.
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Demonstrated experience supporting leadership and coordinating complex administrative and operational functions.
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Strong organizational, analytical, and time management skills, with the ability to manage multiple competing priorities, deadlines, and interruptions in a fast-paced environment.
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Demonstrated ability to work independently, exercise sound judgement, anticipate needs, and proactively solve problems.
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Excellent written and verbal communication skills, including drafting professional correspondence, reports, meeting materials, and operational documentation.
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Demonstrated ability to provide guidance, mentorship, and support to team members while fostering a collaborative, respectful, and trauma-informed workplace culture.
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Demonstrated experience with financial administration, including reconciliations, expense tracking, budget support, and financial documentation.
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Experience coordinating events, meetings, travel logistics, and stakeholder engagement activities.
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Experience with volunteer coordination, onboarding, or community-based program administration is considered an asset.
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Intermediate to advanced proficiency in Microsoft Office Suite, Microsoft Teams, Zoom, and web-based administrative systems.
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Experience with University of Calgary systems (e.g., PeopleSoft, IRISS, and related institutional platforms) or comparable enterprise systems is considered a strong asset.
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Demonstrated professionalism, discretion, diplomacy, and the ability to maintain confidentiality when handling sensitive information.
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Understanding of trauma-informed practice and a commitment to creating safe, inclusive, and participant-centered environments.
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Strong interpersonal and relationship-building skills, with the ability to work collaboratively with diverse stakeholders and communities.
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Applicants with lived/living experience of addiction recovery are strongly encouraged to apply.
Application Deadline: July 17, 2026. Cover letters are required. Applications without cover letters will not be considered.
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 ii' taa'poh'to'p 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.
The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.
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 People & Culture ([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.
