Description
The Vice-Provost (Indigenous Engagement) is currently seeking a Full-time Limited Term Executive Assistant and Coordinator Portfolio Initiatives for approximately 2 years.
This position is a key administrative and strategic support role within the Office of the Provost and Vice-President (Academic). Reporting directly to the Office of the Provost Operations Manager and working closely with the Vice Provost, the EA and Coordinator provides senior-level executive assistance while supporting the coordination and delivery of strategic initiatives and governance activities across the Vice Provost portfolio.
This position requires exceptional organizational, communication, and project coordination skills, with the ability to manage complex schedules, support cross-functional teams, contribute to the advancement of institutional Indigenous Engagement priorities and maintaining respectful and effective relationships with Indigenous communities, organizations and partners. The Coordinator also plays a vital role in supporting the broader Provost Team, contributing to a collegial, inclusive, and high-performing work environment.
In alignment with the University of Calgary's commitment to reconciliation and Indigenous engagement, lived experience will be considered a valued asset in the selection of the successful candidate.
Summary of Key Responsibilities (job functions include but are not limited to):
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Provide comprehensive executive assistance to the Vice Provost, including calendar management, meeting preparation, correspondence, and travel coordination.
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Ensure the Vice Provost is well-informed and prepared for meetings, events, and emerging issues of importance and sensitivity.
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Prepare documents, reports, and presentations that are polished and error-free.
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Maintain confidential records and files, including archiving and secure document management.
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Coordinate and support financial administration activities for the Vice Provost, including expense claims, travel expenses, and other financial transactions in accordance with university policies.
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Collaborate with Coordinators, Executive Assistants and members of the Provost Office Team to ensure seamless coordination across the office.
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Support the coordination and implementation of strategic initiatives within the Vice-Provost (Indigenous Engagement) portfolio, including initiatives connected to the ii'taa'poh'to'p Strategy, initiatives and institutional commitments related to Truth and Reconciliation, and Indigenous community engagement.
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Provide strategic and administrative coordination support for Indigenous Engagement initiatives, academic projects, and institutional activities led by the Vice-Provost (Indigenous Engagement), including supporting communications, stakeholder engagement, and follow-up activities related to institutional priorities and strategic initiatives.
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Support the planning and coordination of Indigenous-focused academic and institutional initiatives, including projects related to Indigenous student success, Indigenous research and scholarship, Indigenous ways of knowing, curriculum and academic planning, and community partnerships in accordance with appropriate cultural protocols and practices, including honoraria, gifting practices, ceremonial considerations, and relationship management.
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Coordinate and support Indigenous engagement activities, ceremonies, gatherings, and community meetings, ensuring appropriate cultural protocols, honoraria, gifting practices, and logistical requirements are followed.
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Assist with the preparation and coordination of briefing materials, reports, presentations, correspondence, and background documentation related to Indigenous Engagement priorities and strategic initiatives.
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Facilitate collaboration and information sharing across the Vice-Provost (Indigenous Engagement) portfolio, faculties, administrative units, and external Indigenous partners to support institutional priorities and advance Indigenous Engagement initiatives.
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Monitor documentation, timelines, and deliverables associated with strategic initiatives and institutional commitments within the Indigenous Engagement portfolio.
Serve as a primary point of contact and liaison between the Vice-Provost (Indigenous Engagement), senior university leadership, faculties, administrative units, Indigenous communities,
Elders, Knowledge Keepers, external organizations, and government partners.
Proactively gather, analyze, and synthesize information from a variety of sources to support executive decision-making, strategic planning, issue identification, and the advancement of portfolio priorities.
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Coordinate governance-related activities, including committee scheduling, agenda development, minute-taking, and follow-up on action items.
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Support the development and implementation of academic policies and frameworks that promote innovation, equity, and excellence.
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Coordinate and support Indigenous advisory circles, committees, and governance structures, including agenda development, preparation of Terms of Reference, meeting logistics, minute-taking, action tracking, and follow-up.
Qualifications / Requirements:
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A post-secondary degree or diploma in a relevant field; a university degree is preferred.
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Minimum 5 years of experience in executive support or academic administration, preferably in a post-secondary environment.
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Minimum 3 years of experience in project coordination.
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Significant administrative experience with emphasis on decision-making, discretion, and organizational excellence.
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Superior oral and written communication skills, with attention to detail and professionalism.
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Demonstrated ability to work independently and collaboratively in a fast-paced, dynamic environment.
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Proficiency with Microsoft Office, collaborative tools (e.g., Teams, SharePoint, To Do), and university systems (e.g., PeopleSoft, UCLASS).
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Experience and/or familiarity with AI tools is an asset.
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Demonstrated understanding of Indigenous histories, cultures, worldviews, and contemporary realities in Canada, including the impacts of colonization and the Truth and Reconciliation Commission Calls to Action.
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Demonstrated ability to build and maintain respectful, reciprocal, and culturally responsive relationships with Indigenous Peoples, communities, Elders, Knowledge Keepers, organizations, and partners.
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Demonstrated knowledge of Indigenous cultural protocols and practices, including appropriate engagement and ceremonial protocols when working with Elders, Knowledge Keepers, and Indigenous communities.
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Experience working in partnership with Indigenous communities, organizations, and/or Indigenous-serving initiatives is preferred.
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Demonstrated commitment to reconciliation, Indigenous engagement, and ongoing learning related to Indigenous ways of knowing and being.
Application Deadline: July 31, 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 classified in the Operational and Administrative Support Career Band, Level 4 of the Management and Professional Staff Career Framework.
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.
