This role involves managing and coordinating calendars, prioritising appointments, and tracking various commitments, events, and deadlines. You will assist with workflow, time management, and file management, independently drafting and editing letters and formatting reports. Responsibilities include scheduling meetings between the Chair and academic staff to discuss expectations and course resourcing, assisting with workload calculations documentation, and creating and maintaining spreadsheets and databases for standard and ad hoc reports. You will also arrange business travel, book flights and accommodations, plan itineraries, and prepare and process expense claims. The Coordinator assists with teaching staff planning and organisation, including processing HR forms for temporary program staff. Further duties involve designing customised reports, assisting with data and metrics coordination and reporting, and preparing reports on faculty metrics for quality control reviews. You will play a key role in accreditation by ensuring requirements are followed, systems are updated, and changes are communicated, managing accreditation material collection, timelines, and participating in meetings. Tracking and analysing EDI data for program initiatives and assisting with reconciling p-cards and other departmental expenses are also part of this role. You will maintain inventory of departmental materials like swag, gift cards, and stationery. In terms of governance, you will organise various regular and ad hoc Department-related meetings, prepare and circulate agendas and associated documents, record minutes, and act on action items. You will assist the Chair with faculty recruitment to committees and ensure voting procedures are followed. As a strategic resource, you will manage the flow of operational and administrative information to the Department Chair for timely decision-making. You will contribute professional and administrative expertise to the development of departmental plans, objectives, solutions, policies, and procedures, assisting the Chair with planning and ensuring integration with broader university priorities. This includes gathering key analytics to support decision-making and formulating business cases to secure funding for programs and initiatives, as well as analysing department needs and framing requests to the faculty office. You will develop and maintain positive, productive, and transparent relationships with the Department Chair, Faculty General Manager, Faculty Office, and Faculty Service Partners, collaborating to provide information and services to the Department. This role requires demonstrating inclusivity in work processes and teams, actively seeking out alternative viewpoints in planning and decision-making. You will liaise with Faculty Administrative Assistants for various requests like work orders, office supplies, and travel assistance, and with Faculty Administrators for HR and finance matters. Furthermore, you will provide effective and appropriate leadership and supervision to Non-Academic Staff Association (NASA) support staff, including training, cross-training, task assignment, performance evaluation, and management. This includes providing guidance on error resolution, ensuring HR transactions comply with University of Alberta processes, and consulting on HR, employee relations, and labour relations issues. You will review and approve staff requests for developmental opportunities, provide ongoing feedback, conduct annual performance reviews, and initiate performance management conversations when necessary. Assisting the Chair in recruitment and selection of administrative staff and overseeing leave requests are also key supervisory duties. Finally, you will foster a cohesive working environment that encourages information sharing, excellence in customer and student service, and collegial relationships. The incumbent will also provide cross-coverage for other Department Coordinators within the faculty.
A Bachelor's degree is required for this position. You will bring a minimum of three to five years of directly related experience successfully performing professional administrative support and operational advice in a fast-paced, demanding academic office environment. A minimum of three years of experience dealing with confidential matters with professionalism and sensitivity is essential. Candidates must demonstrate a high standard of professionalism and a proven ability to build and maintain strong collaborative working relationships. Superior interpersonal skills and verbal and written communication skills are necessary to effectively deal with a varied and diverse client base at all organisational levels. You will possess superior proactive organisational and time management skills with demonstrated problem-solving and multi-tasking abilities. A strong working knowledge of relevant University of Alberta policies, procedures, and best practices is expected. Proven advanced-user level knowledge, skills, and abilities working effectively and efficiently with a wide variety of computer technologies and programs are required, including MS Office applications (Word, PowerPoint, and Excel), Google applications (Gmail, Google Calendar, Google Drive, Google Forms), Zoom/video conferencing, website maintenance, and PeopleSoft (Campus Solutions). Knowledge of Adobe is also beneficial. Familiarity with CANVAS is considered an asset. Demonstrated proficiency in behavioural competencies such as teamwork, adaptability, attention to detail, communication, and relationship-building skills is important. The ability to manage and prioritise diverse responsibilities and demonstrated initiative within the scope of responsibilities are also key attributes.
The University of Alberta offers a comprehensive benefits package to its employees. The University is a community of knowledge seekers, change makers, and world shapers, home to over 14,000 faculty and staff and more than 40,000 students. Your work will have a meaningful influence on a fascinating cross-section of people, from students and community members to renowned researchers and innovators. The University of Alberta is committed to creating an inclusive and accessible hiring process for all candidates and a university community where everyone feels valued. We welcome applications from all qualified persons and encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply. The Faculty of Rehabilitation Medicine, where this role is located, is Canada’s only free-standing faculty dedicated to rehabilitation, offering accredited professional programs in Occupational Therapy, Physical Therapy, and Speech-Language Pathology, along with substantial research and continuing education. With campuses in Edmonton, Calgary, and Camrose, the faculty serves approximately 1,000 graduate students and is a national leader in advancing rehabilitation practice and outcomes.
