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coordinator

Job Description

University Initiatives Office

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of one year plus a day and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - North Campus Edmonton.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Department summary

The University Initiatives Office (UIO) manages strategic enterprise-wide projects as well as supports and builds project management capacity within each functional area. UIO provides oversight for senior leadership through standardized reporting tools and develops an institutional approach to change management. The UIO is focused on implementing solutions to improve the experience of employees who access university services and for employees working within these business processes.

Position summary

The incumbent provides senior level administrative support to the Executive Director and the University Initiatives Office team by assisting with the coordination and administration of programs, projects, and/or processes and with the planning, preparation and delivery of communications, events, records, statistics, reports, and documents. The incumbent arranges and coordinates logistics and assists with content of events and meetings. Performs and organizes activities to support the daily operations by ensuring that administrative services align with established goals and objectives. This role assists with the development of processes.

In all facets of this role, this position endeavors to integrate and advance the University’s commitments to equity, diversity and inclusivity. This position understands, fulfills, and promotes the health, safety and environment responsibilities identified in university policy.

In addition to comprehensive support for the Executive Director, UIO, this role will work on operational effectiveness tasks that include things like, onboarding, facilities management, IT oversight, and other tasks to ensure the unit is operationally effectively

Duties

• As support to the Executive Director, the EA should use forward thinking and proactive planning to manage UIO priorities as assigned from committees. This involves identifying regular scheduled items, new items and action items that the UIO is responsible for, and responsible for up front planning and scheduling time as appropriate.
• This role is expected to work independently and be proactive in ensuring that the Executive Director and department needs are met. The EA will professionally represent the UIO office in all interactions.
• Oversee the onsite confidential filing for the Executive Director- proactive initiation of conflict of interest sign offs by staff, legal files committee files and personnel files related to the Executive Director’s direct reports.
• Maintains Central Filing System for Executive Director.
• Coordinates meetings; includes compilation and distribution of meeting materials (agendas, reports, and minutes/meeting notes); recording minutes/meeting notes and ensuring follow-up of action items; organizes all aspects of meetings and conferences, including venue, equipment, catering, etc.
• Provides clerical support, formatting, editing, proofreading, ensuring that documents meet professional standards and reflect the department's competence and credibility as a unit within the University of Alberta.
• Oversees annual department processes such as vacation plans, conference dates and attendance, performance appraisal schedules.
• Monitors performance/action plans for business unit/senior leadership to track progress, ensuring that priorities and timelines are met.
• Trains other staff in administrative processes; may provide guidance or give work instructions to other administrative staff.
• Manages correspondence for business unit; reviews and prioritizes daily incoming correspondence inquiries, and complaints; initiates action or completes action depending on the complexity.
• Evaluates, redirects, or responds to requests; researches and provides responses as appropriate and follows up to ensure that responses are completed;
• Manages general/central/program email account, responding and redirecting inquiries as appropriate and timely.
• Assist in preparation and follow-up with on and offboarding requests for new or departing staff members.
• This role is an authorized approver for the portfolio, who will process new and termination CCID requests and will submit eSecurity requests.
• Simultaneously monitors the status of multiple initiatives across a variety of disciplines, and informs the Dean of progress updates and risks.
• In consultation with the Executive Director prepares, compiles, edits, and reviews technical material.
• Liaises with stakeholders across various faculties, departments, internal and external organizations.
• Provides Support for Executive Director in the development of strategic initiatives that aligns with the overall strategy and long-term objectives of the UIO.
• Prepares reports, and other documentation to enhance and improve current and new initiatives.

Qualifications

• Two (2) year Diploma in Office Administration or equivalent
• Minimum of 3 years of related experience at a senior administrative level, preferably in an academic environment
• Proficient knowledge of University of Alberta policies and procedures is preferred
• Skills:
• Adaptable, agile and technologically savvy; advanced capability with MS Office Suite, Google Suite, and PeopleSoft systems
• Ability to strategize and develop creative and efficient solutions
• Exceptional organizational skills, attention to detail and excellent information management skills
• Superior problem-solving ability
• Excellent communication skills
• Strong commitment to confidentiality and professionalism
• Ability to work independently with superb time management skills while still being able to work as part of a large team
• Ability to take initiative and work under pressure of time constraints
• Demonstrated commitment to ongoing training in administrative and technical skills

How to Apply

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

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