Executive Coordinator

This position is excluded from the bargaining unit.

In accordance with the Handbook of Employment for Management and Professional Staff (Excluded) , this full-time continuing position offers a comprehensive benefits package that can be viewed on our Benefits Overview page and annual salary range which will be commensurate with qualifications.

Location – This role is hybrid with a mix of remote and in-person. On site work takes place at Enterprise Square, 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 Shared Services

Established in 2021, Shared Services is a growing unit responsible for supporting the university in its human resources, finance and IST administrative processes.  We are fortunate to work with faculty, staff, students, alumni, external vendors and many other third parties. 

Working with Shared Services means working with a close-knit community of smart, approachable teams who collaborate, exchange knowledge and identify solutions.  Our team of expert problem solvers work with the community to ensure the end to end delivery of the diverse catalogue of services we are responsible  for meets the service level expectations we have committed to.

Working as the Executive Coordinator – Shared Services

The Executive Coordinator (EC) to the Associate Vice President (AVP) of Shared Services (ShS) plays a pivotal role in providing high-level administrative and operational support to the Shared Services portfolio.

Reporting to the Associate Vice President of Shared Services, the Executive Coordinator works in a fast-paced, dynamic environment and provides comprehensive and integrated coordination, tactical support, and advice to the AVP and Director, Human Resource Services, and the other directors (Director, Finance Services and Director, Service Delivery & Client Experience) and extended leadership as required.

The EC plays a major and diplomatic role in the confidentiality of the AVP (ShS)’s office and by extension of the AVP, maintains excellent relationships with internal and external counterparts to ensure open communication and effective and efficient planning, scheduling, and responses.

The position requires a strong blend of organizational, communication, and problem-solving skills, coupled with the ability to maintain confidentiality and operate with a high level of professionalism. 

The incumbent will be a highly skilled professional, with several years of senior-level administrative experience whose track record demonstrates the following: excellent written and verbal communication skills; judgment and discretion; ability to execute multiple assignments; quickly shift priorities, thinking outside of the box, be solution focused all whilst being able to work independently and/or collaboratively as the situation dictates.

The EC also provides leadership to a growing administrative team responsible for ensuring the day-to-day operations of the unit run smoothly.

Duties

• Organizes and provides day-to-day support for monitoring and managing email and calendar, which includes long-term planning for recurring events, the anticipation of events, committee meetings, strategic blocking of time, negotiating meeting times for internal and external administrators, liaising with other offices to ensure the AVP’s availability for events/meetings, and rearranging schedules in response of emerging priorities
• Ensures the appropriate background/briefing materials for each meeting are created
• Receives, prioritizes, and prepares correspondence and drafts (external and internal) memos, letters, reports, presentations, agendas, meeting materials, and minutes; the material is frequently confidential in nature
• Provides advice, counsel, options, and recommendations on a wide range of issues and provides a confidential sounding board for ideas, plans, and policy matters
• Researches and prepares correspondence and/or reports and proofreads and edits  reports prior to finalization and distribution to senior management
• Coordinates support activities for committee meetings including preparation of material for various Board Committees and maintaining all processes required to support administrative reporting to the Board Committees, such as time reporting, work plan review
• Responsible for the hiring, supervision, coaching, and mentoring of the administrative team responsible for the day-to-day activities of the unit
• Prioritizes workflow to meet deadlines and responds to changing demands; including portfolio projects tracking, monitoring, developing and managing ongoing and upcoming items to ensure timely and effective decisions and follow-up
• Coordinates ever-changing space management requirements, and meeting rooms and manages issues related to the building and interactions with third-party vendors
• Acts as the main unit representative on internal financial activities, web updates (including writing and developing content for portfolio websites), task forces and distributions, and matters related to building space including committees, equipment, supplies and issues
• Maintains a high level of professionalism and confidentiality with regard to all portfolio activities

Minimum Qualifications

• Office Administration Certificate with 7+ years of executive administrative experience preferred; High school Diploma with equivalent combinations of education and 10+ year experience may be considered
• Experience working in a large, complex and unionized environment
• Demonstrated ability to consistently and effectively apply high-level critical thinking and decision-making skills in a high-volume, fast-paced environment
• Ability to work with sensitive and confidential materials and maintain a high level of confidentiality
• Strong organizational and multi-tasking ability
• Excellent written and verbal communication skills
• Demonstrated competencies in areas of: leadership, professionalism, results orientation, organizational understanding, teamwork, and flexibility/adaptability
• Ability to track and monitor financial activities for the unit
• Strong MS Office and Google Suite skills

Preferred Qualifications

• Peoplesoft HCM/Financials, Cascade and Adobe Acrobat
• Ability to update web content
• Knowledge of post-secondary institutions and/or the University of Alberta
• Bilingual (written and spoken) in French

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.