Production Coordinator

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

This full time position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

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/Faculty Summary

The Digital + Creative Centre of Excellence is new at the U of A, so you should expect a veritable whirlwind of learning, growing, creating, and supporting each other on our collective journey to “build the university of tomorrow.”

Position Summary

Reporting to the Creative Operations Manager, the Production Coordinator is a member of the Creative and Digital team. The Production Coordinator supports a team of Project Managers who are managing a portfolio of creative and digital projects that are strategically aligned to the U of A brand and the overall institutional strategic priorities of the university. These projects/programs usually involve multi-stakeholders from across the institution and may vary in level of business knowledge, technical know-how, scope, and strategic importance.

The Production Coordinator works as a key support role for the Project Managers and Creative Operations Manager within the Operations team in the Digital and Creative Centre of Expertise. The role may include facilitation and management of quote requests, vendor relationship management, digital asset management, documentation management, invoice/budget tracking, and reporting functions within the Operations team; all with the aim of furthering the strategic goals of the organization.

Duties

Provides strategic and administrative support to a team of Project Managers and Managers:

• Works directly with Project Managers to request and manage quotes and accompanying fulfillment requests with external vendors.
• Implement/develop tracking and reporting best practices to ensure efficient and effective support of Operations team.
• Accountable for ensuring purchasing activities adhere to University of Alberta governance structure and procurement standards/guidelines.
• Manage vendor relationships for Operations team including invoice and PO management and tracking.
• Work closely with Creative Operations Manager to ensure clarity in budget spending, tracking and reporting.
• Assist in creation and management of post-project documentation.
• Work closely with project management team to ensure proper reporting to senior management.
• Utilize current automated tools and manual controls across Operations to maximize coordination among project management team.
• Works in conjunction with other managers within the Digital and Creative Centre of Expertise to facilitate efficient workflow for file/asset management and request processing.
• Communicates with Digital and Creative team to help facilitate removal of blockers to facilitate efficient workflow Digital Asset Management.
• Actions requests for access or upload of files to digital asset management systems as required.
• Ensures compliance with Digital and Creative CoE Naming conventions and file archival processes.
• Works collaboratively with Digital and Creative management team to ensure files and other digital assets are tracked accurately and archived appropriately based on project and/or Centre of Expertise requirements.

Digital Asset Management:

• Actions requests for access or upload of files to digital asset management systems as required.
• Ensures compliance with Digital and Creative CoE Naming conventions and file archival processes.
• Works collaboratively with Digital and Creative management team to ensure files and other digital assets are tracked accurately and archived appropriately based on project and/or Centre of Expertise requirements.

Minimum Qualifications

• Five years or more of relevant coordination experience, preferably in a post-secondary education setting or design agency environment.
• Completion of related diploma (Print Management or Digital Graphics Communications); Business Analyst and/or Process Analyst Certification preferred. Equivalent combination of education and experience may be considered. Minimum post-secondary education supplemented by relevant experience. 
• Proficient in digital asset management systems.
• Highly organized.
• Vendor relationship experience with a variety of vendor types.
• Excellent written and verbal communications skills with strong presentation skills.
• Demonstrated ability to effectively build relationships and alliances with internal and external stakeholders.

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.