Academic Department Coordinator

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

This position has an end date of October 15, 2024 and offers a comprehensive benefits package which can be viewed on our Benefits Overview page .

Location: This role is hybrid with a mix of remote and in-person and work primarily located at 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.

Working for the School of Business

The Alberta School of Business is one of the world’s leading institutions in business education and research. As the first and longest continually accredited business school in Canada, the Alberta School of Business is one of the largest business schools in Canada with 70 faculty members, 3000 undergraduate students, and 950 students in our Masters and PhD programs. Since 1916, the innovative ideas, entrepreneurial spirit and leadership of the School’s more than 31,000 alumni have strengthened businesses and communities worldwide. Our vision is simple, yet powerful: To develop and inspire entrepreneurial leaders from Alberta for the World. Our mission is to excel and lead through research, teaching and external engagement. For more information about the School, please visit our web site at: https://www.ualberta.ca/business .

Position Summary

Reporting to the Academic Department Manager, this position will provide specialized administrative support to their assigned primary Department in the operation of academic programs. Operating under a shared services model in the Academic Department Services team, this position will provide services across four departments as required through high-quality service delivery.

Duties

• Acts as the first point of contact for the assigned department and provides backup to other departments
• Screens, directs and processes phone, electronic and in-person queries
• Drafts and/or generates routine communications such as emails, memos, and other documents for the Academic Department Manager and Department Chair
• Provides administrative support for standing and special meetings: coordinates documents and agendas, anticipates and prepares supporting materials, record and distributes meeting minutes
• Maintains websites, blogs or other social media platforms
• Schedules and organizes recruiting information sessions, student orientations, welcome receptions, conferences, and other department-related activities
• Organizes meetings, conferences, seminars and special events on behalf of the department(s)
• Schedules consolidated midterms, final exams and all special exams, etc.
• Assists with Evaluation Committee processes to ensure documents are accurate and complete and deadlines are met
• Creates guest CCIDs for incoming staff; books guest parking online and purchases parking codes through University Parking Services
• Assists with the development, design, and production of publications on program(s) within the department(s) in accordance with established Faculty/School/College/University policies/procedures
• Coordinates travel arrangements for supervisor and others when traveling for area/program business or for recruitment
• Prepares standard and ad-hoc reports, creates and maintains spreadsheets and/or databases
• Compiles course packages according to SUPC (Students Union Print Centre) specifications including: contents page, insertion of dividers, complete copyright permissions log and order form
• Orders textbooks through the U of A Bookstore and maintains records of same; orders any accompanying materials for textbooks from publishers: preview or examination copies, instructor manuals, test banks, videos and solution manuals case studies and teaching/reference materials
• Supports recruitment processes for Faculty and ATS in (e.g. collection and distribution of candidate materials)
• Assists with the coordination of Faculty and Academic Teaching Staff appointments, reappointments and promotions
• Supports the appointment of specialized support staff positions (e.g. course coordinators and technicians) as well as Teaching and Research Assistants; initiates appointment process
• Assists new teaching staff with department onboarding; inquiries regarding access to eClass and email, university libraries, parking, provision of OneCard and building keys, set up of mailbox and office space
• Maintains financial records and coordinates Pcard (corporate credit card) reconciliation and submissions according to University procedures
• Provides backup support for reception desks
• Other related duties as required

Minimum Qualifications

• Minimum 2 year administrative Diploma; Diploma in business administration preferred; an equivalent combination of education and experience may be considered
• 3-5 years of relevant experience preferably in an academic environment
• Computer proficiency in MS Office (Word, Excel, PowerPoint), Google Applications (Gmail, Google Calendar, Documents, Slides, Sheets, and Team Drives), eClass, WebEx and Zoom
• Ability to quickly adapt to change and exercise change management
• Ability to exercise sound judgment, maintain confidentiality, and work effectively independently and as part of a large team
• Knowledge of query functions on Enterprise System such as PeopleSoft System or equivalent
• Excellent communication and customer service skills; must be customer service oriented and solutions focused
• Ability to manage expectations, scope and deadlines when taking direction from multiple team members for competing priorities
• Ability to quickly prioritize workload, multi-task and work well under pressure is essential
• Demonstrated problem-solving skills, including the ability to identify, investigate, analyze, and resolve issues
• Excellent attention to detail, time management, and organizational skills
• Exceptional work ethic and commitment to quality work

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.