Placement Administrator

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

This position 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 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.

Position Summary

Reporting to the Director, Office of Education, the Placement Administrator is accountable for the management of placement agreements, collection, verification and retention of placement documents submitted by students or received directly from the issuing agencies for all the graduate and undergraduate programs in the College of Health Sciences.

The Placement Administrator will also be required to provide administrative support related to relevant software systems used to support clinical education.

Duties

• Key contact for faculties/programs, central units and placement sites regarding procedures and status of agreements.
• Communicate with faculties/programs of the procedures and requirements related to placement agreements.
• Obtain an insurance certificate and provide it to placement sites if required.
• Ensure University agreement protocols are followed, such as consulting with legal counsel and risk management.
• Maintain placement agreements database.
• Review placement agreements to maximize opportunities for multiple students from different disciplines into one agreement.
• In consultation with the supervisor and faculties, proactively renew placement agreements before they expire.
• Collect placement documents from students, and issuing agencies in some instances.
• Verify authenticity of placement documents and follow up accordingly.
• Maintain placement documents according to the university established retention schedule.
• Develop and maintain accurate records for reporting and supporting faculties/programs in accreditation and placement arrangements.
• Maintain collection documents database.
• Proactively follow-up with students requiring renewal of documents when required.
• Development of resources and educational tools that align with the Co-operative Education and Work-Integrated Learning Canada (CEWIL) best practices.
• Attend placement meetings and provide administrative support as necessary.
• Supports the faculties/programs in student advising related to placement documents requirements.
• Coordinate with IST in system troubleshooting, and improvement.
• Manage inquiries from students or issuing agencies regarding using the document submission system.
• Provide administrative support to the faculties in system administration such as HSPnet.

Minimum Qualifications

• Minimum of an undergraduate degree; equivalent combination of education and experience considered.
• Minimum two years of related experience in work integrated learning (WIL) such as placement/practicum, and fieldwork.
• Thorough knowledge of and experience with University of Alberta administrative processes.
• Experience consulting, engaging, and building relationships with stakeholders.
• Ability to work independently while functioning in a team setting, working collaboratively with staff, students, faculty members and external stakeholders.
• Strong communication skills both verbal and written.
• Familiarity with PeopleSoft/Campus Solutions; EDRMS/Alfresco, Google Suite, and Microsoft Office.
• Strong organizational skills.
• Ability to exercise independent judgment and problem solving on a day-to-day basis.
• Ability to prioritize work, make independent decisions based on previous experiences, established precedents, and official policies, and act in a proactive manner.
• Ability to work with a high level of professionalism.
• Demonstrated ability to maintain confidentiality when working with highly sensitive information.

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.