University of Calgary jobs

Description

The Alberta International Medical Graduate Program in the Cumming School of Medicine invites applications for a Communications Assistant. This Full-time Fixed Term position is for approximately 10 months (based on length of grant funding), with the possibility of extension.

This position reports to the Program Operations Manager within the Alberta International Medical Graduate (AIMG) Program, Cumming School of Medicine.

The AIMG Program is a provincial program responsible for the identification and assessment of International Medical Graduates who are eligible to apply for designated residency training programs at the University of Calgary and the University of Alberta. This is achieved through an application and document review process, participation in national and provincial examinations, and collaboration with the Postgraduate Medical Education offices and residency programs at both universities to ensure that all candidates meet the standards of the College of Physicians and Surgeons of Alberta and the eligibility requirements for residency training.

The AIMG Program Communications Assistant coordinates front-line communication and supports website and content updates to ensure information is aligned with approved AIMG Program materials, procedures and timelines.

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

Front-Line Communications:

• Responds to applicant and stakeholder inquiries via email, telephone and the application portal by drafting and providing information aligned with program requirements, timelines, and processes
• Responds to inquiries using established procedures and templates; escalates non-standard inquiries as required
• Consults with the Team Lead or appropriate staff for complex, sensitive, or unclear issues as required

Communications Coordination::

• Maintains and updates communication templates, standard responses, and program messaging
• Supports updates to communication materials to reflect changes in program requirements, timelines, and processes
• Supports the distribution of communications through email, portal, and website channels

Website & Content Maintenance:

• Supports updates to the AIMG Program website, including drafting, editing, and formatting content
• Ensures website content is current and aligned with approved messaging and program requirements
• Identifies outdated or inconsistent information and brings forward for review as required

Application & Workflow Support::

• Coordinates communications related to application processes, including intake, file review activities, eligibility outcomes, English language proficiency testing exceptions, and administrative exceptions, ensuring alignment with program procedures and timelines
• Reviews applicant-submitted documents as part of the file review process, ensuring completeness and alignment with established checklists and requirements; identifies and escalates discrepancies, missing information, or concerns as required
• Maintains communication tracking logs and compiles applicant data from the application portal to support communications, workflow tracking, data collection, and program processes

Data Accuracy & Administrative Support:

• Maintains records, tracking systems, and documentation related to communications and program processes
• Ensures information is complete across communication, website, and tracking systems
• Identifies discrepancies and resolves or escalate as required
• Provides administrative support to program activities as required

Administrative and Operational Support:

• Provides administrative support to the Team Lead, Systems & Applications, and broader AIMG Program team as required to support program operations and timelines
• Coordinates meetings, workshops, and program activities, including scheduling, room bookings, preparation of materials, and recording minutes as required
• Assists with preparation and distribution of correspondence, reports, and presentations
• Supports program events and activities, including providing on-site coordination as required

Financial and Procurement Support:

• Processes financial and administrative transactions, including purchase requisitions, expense reports, and payment requests through PeopleSoft
• Monitors and follows up on outstanding transactions (e.g., purchase requisitions, purchase orders, invoices) and coordinates with relevant departments as required
• Maintains records and supporting documentation to ensure accuracy, completeness, and audit readiness
• Assists with ordering supplies and coordinating purchases to support program operations

HR and Operational Coordination Support:

• Supports administrative processes related to hiring and onboarding, including processing template-based hires (TBHs) and preparing required documentation
• Assists with operational logistics related to program activities (e.g., examinations, events, and program delivery requirements)
• Provides additional administrative support across the team during peak periods or as operational needs arise

Qualifications / Requirements:

• Post-secondary certificate, diploma, or degree in a related field
• Minimum of 2 to 5 years of related administrative or coordination experience
• Knowledge of educational institutions and Canadian postgraduate medical educational requirements
• Experience working in a high-volume, service-oriented environment
• Experience responding to inquiries and supporting communications across multiple channels
• Experience maintaining website content or working with content management systems is an asset
• Proficiency with Microsoft Office applications (Word, Excel, Power Point, Outlook)
• Strong written and verbal communication and presentation skills
• Strong organizational skills and attention to detail
• Ability to work independently and prioritize tasks in a complex environment
• Ability to work effectively in a changing environment with shifting priorities and deadlines
• Ability to interact respectfully and effectively with a diverse range of individuals and stakeholders
• Ability to handle confidential and sensitive information with discretion and in accordance with program procedures
• Ability to respond to difficult or demanding inquiries with tact, professionalism, and sound judgment
• Ability to manage multiple tasks, prioritize work

Application Deadline: June 29, 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.

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 (oic@ucalgary.ca) and requests for accommodations can be sent to People & Culture (hrhire@ucalgary.ca).

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.