Program Coordinator at University of Alberta, Edmonton is listed at University of Alberta in Edmonton, AB. The Beaver Board aggregates this opening from the employer's career page — apply using the button below to reach the official application. Browse more jobs at University of Alberta.
job description
AI Summary
The University of Alberta in Edmonton, AB, seeks a Program Coordinator for a hybrid role. This position provides confidential administrative support and integrated coordination for Shared Services functions, including managing the institutional volunteer program and unit onboarding. Key responsibilities involve supporting leadership calendars, preparing briefing materials, and tracking confidential documentation. Candidates require a diploma or degree in a relevant field and 3-5 years of progressively responsible coordination experience in a complex unionised setting.
About the Role and Key Responsibilities
Working within the AVP Office - Shared Services, the Program Coordinator provides essential integrated coordination and confidential administrative support across critical Shared Services functions. This hybrid role, primarily based at Enterprise Square in Edmonton, involves reporting to the Executive Coordinator and plays a pivotal part in maintaining operational efficiency and strategic alignment. A core responsibility is the end-to-end administration of the institution’s volunteer program, encompassing intake, onboarding, reporting, and the meticulous maintenance of criminal records checks. Furthermore, the incumbent is tasked with coordinating the unit's learning management and onboarding programs, ensuring seamless transitions and continuous development opportunities. The position also directly assists the Executive Coordinator with managing leadership calendars, preparing vital briefing materials, and diligently tracking confidential documentation, requiring a high degree of discretion and attention to detail.
Operating in a highly confidential capacity, this role offers direct support to the Associate Vice-President and the broader Shared Services leadership team. The Program Coordinator is instrumental in providing coordination and operational support related to contingency planning, issue management, workforce readiness, and organisational response activities. This includes regular involvement in sensitive human resources, operational, and labour relations initiatives such as non-union staff compensation planning, compensation disclosure, and audit support. The role’s exposure to confidential organisational, compensation, employee, and workforce planning information necessitates a strong commitment to discretion and alignment with institutional leadership interests, making it an excluded position due to its inherent conflict of interest with bargaining unit membership.
Detailed Program Coordination and Strategic Support
The Program Coordinator’s duties extend to comprehensive volunteer program management, overseeing day-to-day administration, screening workflows, and meticulous records maintenance. This includes verifying and coordinating required volunteer screening documentation, such as Vulnerable Sector Checks. As the primary functional contact for program inquiries, system troubleshooting, and ensuring consistent service delivery standards, the role demands excellent communication skills. Liaising with internal stakeholders to monitor trends, resolve issues, and recommend practical process or system improvements is also key. The position further supports data integrity and compliance by producing metrics and reports in line with institutional records and privacy requirements, and provides support for training and orientation related to volunteer program processes and systems.
Beyond volunteer services, the role involves significant compliance and administrative coordination. The Program Coordinator assists the Executive Coordinator with managing AVP and Director calendars, including scheduling, prioritisation, and logistics for complex meeting requirements. This includes the coordination of internal and external meetings, preparing agendas, and meticulously tracking follow-up action items to completion. The position also supports the coordination of annual compensation disclosure, non-union salary notifications, audit reporting, and privacy requests. Organising various events and learning sessions, alongside maintaining highly confidential documentation, briefing materials, and decision-support records, are critical functions. This role provides crucial support for leadership in contingency planning, operational continuity, and risk documentation, exercising the highest levels of discretion when handling sensitive labour relations, organisational, and financial information. The continuous improvement of unit consistency is supported by maintaining standard operating procedures, templates, and trackers. Furthermore, the coordination of the end-to-end onboarding program for the unit, including the preparation of materials and guides, ensures a consistent and welcoming experience for all new hires, with ongoing tracking and feedback gathering to identify opportunities for continuous program improvement.
Desired Qualifications and the Shared Services Environment
Successful candidates for this Program Coordinator role will possess a diploma or degree in human resources, business administration, public administration, or a related field, with an equivalent combination of education and directly related experience also considered. A minimum of three to five years of progressively responsible experience in program coordination and administrative coordination within a highly complex unionised environment is essential. Demonstrated experience coordinating processes across multiple stakeholders or departments is required, alongside an adept ability to support a senior leader with calendar management, meeting coordination, and confidential administrative support. Proficiency in working with databases, enterprise systems, or program applications, including reporting and data maintenance, is also crucial. Experience within a post-secondary, public sector, or Shared Services environment is considered a valuable asset for this position.
The ideal candidate will exhibit strong organisational and coordination skills, coupled with the ability to effectively manage multiple priorities and meet deadlines. A demonstrated ability to handle confidential and sensitive information with utmost discretion is paramount. Clear, concise, and organised written and verbal communication skills are necessary, with the capacity to adapt messaging for diverse audiences and prepare accurate correspondence, guides, process documentation, and stakeholder communications. The role requires the ability to work independently within established procedures while possessing the judgment to escalate issues appropriately. A service-oriented approach, commitment to consistency, responsiveness, and continuous improvement are highly valued. Detail orientation and sound judgment are critical for maintaining confidential information, accurate records, and reliable data to support effective HR service delivery. Strong interpersonal skills are vital for collaborating effectively with stakeholders at all levels of the organisation, complemented by proficiency with Google Suite and/or Microsoft Office. Knowledge of records handling and privacy expectations in a public institution, along with electronic file management systems, will be an asset. Preference may be given to candidates with French language proficiency. Joining Shared Services means becoming part of a close-knit community of experts who collaborate and provide leadership in process, quality, and accuracy, offering an empowering environment with opportunities for career growth, critical thinking, relationship building, and ongoing learning.
