Executive Coordinator to the Dean and Faculty General Manager

This competition is open to all applicants however internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please indicate your internal status using the "Advertisement" drop down menu when applying.

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

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

Location - This role is hybrid with a mix of remote and in person work, with the in person component taking place 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 Faculty of Arts

The Faculty of Arts at the University of Alberta is a diverse, inclusive Faculty—a place for any individual to thrive or idea to be explored within the social sciences, humanities, and fine arts disciplines. Whether through skilled artistic expression, breakthrough research, strongcommunity partnerships, or a passionate dedication to teaching and learning, Arts faculty,staff, and students act as a catalyst for societal change. For more information visit: https://www.ualberta.ca/arts .

Position 

Fantastic opportunity for an experienced Executive Assistant located on the beautiful North Campus of University of Alberta.

Reporting to the Faculty General Manager, the Executive Coordinator is responsible for providing executive administrative coordination and services to the Faculty of Arts Dean and FGM. The Executive Coordinator is the direct and primary support to the Dean and FGM and is key to the efficiency and effectiveness of the Dean’s Office.

This position has primary responsibility for managing and coordinating executive-level work with a high degree of professionalism and discretion. The Executive Coordinator manages calendars, availability and access, deadlines, briefing materials, events, Department Chair review and selection processes, supports workflow planning, and more. The position make decisions on priorities for the executive’s schedule, including decision of necessity, appropriateness, or delegation.

Duties 

The Executive Coordinator administers, monitors, and controls executive administration processes:

• Defines and maintains related documents and structures and develops, implements, and optimizes related workflow processes.
• Acts as the recording secretary for executive meetings. Follows up and reports on the progress of action items. Arranges for Associate Deans, Chairs, Managers, or Partners to provide adequate briefing prior to meetings.

Demonstrates leadership in administration of the executive portfolio:

• Receives visitors, donors, guests, and dignitaries on behalf of the Dean’s office. Acts as an ambassador for the Dean and FGM and the Faculty of Arts.
• Acts as a mentor to all EA/AA roles in the Faculty of Arts which includes making recommendations and implements best practice improvements to the Operations Manager.
• In the absence of the Operations Manager, leads the operations of the Office of the Dean executive assistants and general administrators. Supports the Operations Manager in the overall successful functioning of the Dean’s Office by ensuring effective communication and information sharing between portfolios.

Provides comprehensive executive coordination to the Dean of Arts:

• Meets with the Dean regularly to discuss the Dean’s upcoming priorities and to aid the Dean in planning and executing operational and strategic projects, initiatives, and events.
• Monitors and independently manages the Dean’s calendar. This includes long term planning for recurring events, anticipation of events, committee meetings, and strategic blocking of time for tasks, negotiating meeting times for internal and external stakeholders, liaising with other public and private sector offices for high profile events and meetings, and re-arranging schedules in response to emerging priorities.
• Ensures the Dean has appropriate background and briefing for every meeting including the independent drafting of correspondence and reports. Proofreads and edits documents prior to final approval and distribution.
• Receives, prioritizes, and prepares correspondence, memos, letters, emails, agendas, meeting materials, and minutes. This material is frequently confidential in nature.
• Independently coordinates and develop procedural material for the administration of Chair job recruitment, including compliance with University and Faculty policy. This includes committee recruitment, scheduling, travel arrangement, pre-screening applicants and building selection tools, organizing applicant files, arranging interviews and other on campus visit requirements, etc.
• With the Operations Manager, supports the Dean through the FEC process to ensure preparation and readiness, including scheduling and coordinating meetings with direct reports, blocking time for case review, etc.

Provides comprehensive executive coordination to the FGM of Arts:

• Meets with the FGM regularly to discuss the FGM’s upcoming priorities and to aid the FGM in planning and executing operational and strategic projects, initiatives, and events.
• Provides day to day support to the FGM, including daily briefing materials and pivoting when needed for emergent issues.
• Monitors and independently manages the FGM’s calendar. This includes long term planning for recurring events, anticipation of events, committee meetings, and strategic blocking of time for tasks, negotiating meeting times for internal and external stakeholders, and re-arranging schedules in response to emerging priorities.
• Ensures the FGM has appropriate background and briefing for every meeting including the independent drafting of correspondence and reports. Proofreads and edits documents prior to final approval and distribution.
• Supports events hosted by the FGM, working with the Events Coordinator. This can include retreat planning and identifying relevant guest speakers and training opportunities.
• Follows up on outstanding requests and monitors status of ongoing projects in the Faculty as directed by the FGM.

Minimum Qualifications

• Undergraduate degree or equivalent required. Equivalent combinations of experience and education may be considered.
• Minimum of 5 years of experience in a senior support position that requires superior management and organizational skills.
• Work experience in a post-secondary setting is strongly preferred.
• Expert knowledge of computer software applications, including Microsoft Office and Google suites, and PeopleSoft.

Preferred Qualifications

• Strong analytical, consultation, and communication skills.
• Ability to act decisively and independently and to exercise a high degree of initiative, judgment, and discretion.
• Proven ability to handle multiple priorities and deadlines simultaneously.
• Excellent writing skills, well-developed interpersonal skills, and a demonstrated commitment to and understanding of confidentiality at an executive level.
• Ability to manage, influence, and relate to diverse groups; comfortable working at the executive level and with operational leaders.
• Demonstrated problem solving, critical thinking, and facilitation skills.
• Ability to comprehend, interpret, and apply university policies, procedures, regulations, and collective agreements.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

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.