Executive Coordinator – Integrated Planning, Development, and Partnerships

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 and work primarily takes 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.

Position Summary

The incumbent provides senior level administrative support to business unit and leadership by assisting with the coordination and administration of programs, projects, and/or processes and with the planning, preparation and delivery of communications, events, records, statistics, reports, and documents. The incumbent arranges and coordinates logistics and assists with content of events and meetings. Performs and organizes activities to support the daily operations by ensuring that administrative services align with established goals and objectives. This role assists with the development of processes. All work requires an understanding of the mission, vision, role, and goals of the administrative unit, the portfolio and the institute. This role will be supporting the Associate Vice-President (AVP)and Senior Leadership Team of Integrated Planning, Development, and Partnerships, and if necessary the leadership team within Facilities and Operations. This position reports to the Administrative Team Lead.

Duties

• Provides administrative support for daily activities; this role will be the primary support for the Associate Vice-President of Planning and Project Delivery, secondary to Integrated Planning, Development, and Partnerships senior leadership team and may be asked to provide additional support to the Facilities and Operations team at large;
• Manages access to calendars/schedules, prioritizing meetings, events and other activities;
• Coordinates meetings; includes compilation and distribution of meeting materials (agendas, reports, and minutes/meeting notes); recording minutes/meeting notes and ensuring follow-up of action items; organizes all aspects of meetings and conferences, including venue, equipment, catering, etc.;
• Provides clerical support, formatting, editing, proofreading, ensuring that documents meet professional standards and reflect the department’s competence and credibility as a unit within the University of Alberta. Clerical support also includes tasks such as typing, photocopying, faxing, collating, arranging courier service, etc.;
• Ensures the institutes policies and procedures are understood and implemented;
• Coordinates, collects, shares information for submission to the different governance committees;
• Acts as point of contact and resource support for the business unit, reviewing and prioritizing requests for information and responding in a timely manner;
• Manages correspondence for business unit; reviews and prioritizes daily incoming correspondence inquiries, and complaints; initiates action or completes action depending on the complexity;
• Evaluates, redirects, or responds to requests; researches and provides responses as appropriate and follows up to ensure that responses are completed;
• Drafts and/or generates routine communications; composes routine correspondence for signature;
• Develops drafts of documents; creates presentation and speaking notes; compiles presentation materials for internal and external use;
• Creates and maintains spreadsheets and/or databases;
• Coordinates planning and delivery of conferences and/or business unit events;
• Prepares standard and ad-hoc reports for business unit; runs and completes analysis of reports and queries; designs and develops customized reports for specific needs for administrative leaders;
• Researches errors, issues and discrepancies; resolves where possible; escalates when necessary;
• Provides explanations analysis of issues to management/senior leadership and/or other stakeholders;
• Oversees annual department processes such as vacation plans, conference dates and attendance, performance appraisal schedules;
• Monitors performance/action plans for business unit/senior leadership to track progress, ensuring that priorities and timelines are met;
• Liaises with other administrative staff to enable information flow between units;
• Attends workshops and courses, sharing information with the administrative team;
• Attends regular administrative team meetings;
• Provides backup and assistance to administrative team members as required.
• Trains other staff in administrative processes; may provide guidance or give work instructions to other administrative staff.

Minimum Qualifications

• Two (2) year Diploma in Office Administration or equivalent;
• Minimum of 3 years of related experience at a senior administrative level, preferably in an academic environment;
• Intermediate to expert level of competence using Google Apps, MS Office Suite, and database applications;

Preferred Qualifications

• Proficiency in proofreading, grammar skills, attention to detail.
• Experience in managing access to calendars/schedules, prioritizing meetings, events and other activities
• Proficiency in drafting and/or generating briefing notes; routine communications; and, composing routine correspondence for signature.

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.