Administrative Coordinator

Competition 1040

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 log in to verify your internal candidate status.

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 - Work primarily takes place at Enterprise Square, Downtown, Edmonton. This role is hybrid with a mix of remote and in-person.

Working at 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 a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to more than 14,000 faculty and staff, over 40,000 students and 260,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Department

Shared Services is a close-knit community, composed of smart, approachable service teams who collaborate, exchange knowledge and identify solutions. Our expertise in developing, delivering and innovating the diverse catalogue of services we are responsible for supports the success of our university services.

We provide advice, guidance and leadership in process, quality and accuracy. Ultimately, we create a human, positive experience when it comes to collaboration and problem-solving to ensure the solutions meet the parameters and work efficiently for the university community.

Staff who join Shared Services can expect to feel empowered and supported to grow their careers with critical thinking, relationship building and ongoing learning opportunities.

The “Our Common Approach to Working Together” document, developed by our team, sets out how we work together and how we ensure a safe, healthy and inclusive environment for all.

If you are a highly motivated, enthusiastic, team player who loves to make a difference and believes in service excellence then we are looking forward to welcoming you to our team in the new role of Administrative Coordinator!

Working as the Administrative Coordinator in Shared Services

Reporting to the AVP, Shared Services (ShS) office, this position provides administrative support to core activities related to general administration, HR and finance-initiated requests for the extended leadership team and unit. This position works closely with the team in the office, and across the unit, to ensure requests are completed in a timely manner. This role also contributes to the overall success of the unit by supporting new team members in their onboarding experience.

Duties 

Communications:

• Screens, directs, and processes phone, electronic and in-person queries.
• Manages correspondence and ensures queries are properly directed and followed through to completion
• Prepares agendas, takes minutes and supports internal committees.
• Prepares letters, emails, and other documents.
• Proofreads and reformats documents.
• Compiles and contributes to Shared Services' internal and external communications.

Operations:

• Manages calendars of assigned Directors. Makes decisions on priorities based on own understanding of the areas and emergent issues.
• Creates and maintains spreadsheets and/or databases. Prepares standard and ad-hoc reports for the area. Designs and develops customized reports for specific needs.
• Establishes, maintains, and updates files.
• Sends out information requests and compiles submissions for review.
• Organizes meetings as assigned.
• Coordinates travel arrangements.
• Tracking of IST hardware, keys, phone lists and laptop sign out.
• Provides administrative support for standing and special meetings. Schedules rooms &organizes equipment. Coordinates documents and agendas. Anticipates and prepares supporting materials. Distributes meeting minutes.
• Serves as recording secretary for assigned Committees.
• Troubleshoots photocopier & phone issues; maintains adequate levels of supplies for machines, including shredding services.
• Maintains the inventory of office equipment and supplies.
• Actively participates and helps coordinate Shared Services events.
• May handle sensitive material in accordance with established policies.

Financial Process Coordination/Initiation:

• Initiates purchase requisitions, purchase orders and invoices through SupplyNet.
• Initiates vendor payments.
• Requests credit cards for new staff through the Staff Service Centre as required.
• Performs credit card verifications and reconciliations.
• Initiates travel and expense claims for leadership when required.
• Reviews individual transactions and supporting documentation for accuracy, compliance to policy and appropriate authorizations.
• Provides guidance and assists users with the initiation of routine financial transactions.Escalates issues to the Staff Service Centre or assigned Financial Partner.
• Initiates and tracks IT support service calls with IST and other service providers.
• Manages electronic signing folder, where applicable.

Human Resources Process Coordination / Initiation:

• Initiates transactions in conjunction with associated finance and/or HR requests. Liaises with Partners as required.
• Provides guidance and assists leaders with the initiation of routine HR requests.Escalates issues to the Staff Service Centre or assigned HR Partner.
• Initiate processes using pay action forms and e-forms, position updates, etc
• Initiate employee appointments, reappointments, extensions through APS (AlfrescoProcessing System)
• Supports Shared Services with hiring/onboarding and offboarding processes, including building orientation where applicable.

Facilities/Security:

• Assists with the allocation of space and security access.
• Ensures signage is current and accurate for Shared Services.
• Plans office moves for staff, arranging for interim locations if required. Ensure offices and workstations are clean and ready for new occupants.
• Arranges for ergonomic assessments when required and ensures equipment and peripheral recommendations are implemented.
• Liaises with building management and security where required.

Qualifications

• Diploma in Business Administration, Management, Human Resources or equivalent;post-secondary degree is an asset.
• Three to five years of administrative experience preferably in a post-secondary environment, shared services and/or large, complex environment.
• Current or previous experience in administration at the University of Alberta an asset.
• Proficient in Microsoft Office, Google Applications, Adobe Pro; and content management systems, Cascade is an asset.
• Knowledge of PeopleSoft or similar enterprise systems.
• Excellent computer skills including proficiency in use of databases, spreadsheets, and word-processing software.
• Demonstrated proficiency with PeopleSoft, SupplyNET, Microsoft Office, and Google applications preferred.
• Excellent organizational and written communication skills.
• Demonstrated ability to work collaboratively in teams, and independently with minimal supervision.
• Strong commitment to confidentiality and professionalism.
• Demonstrated communication skills with all stakeholders from a variety of cultural backgrounds.
• Demonstrated ability to balance time and workload management with strict policy, procedure, and confidentiality.