Coordinator, FRM Augustana Satellite

Competition 1047

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

This position has a term length of 1 year plus 1 day and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - Work takes place at Augustana Campus located in the city of Camrose, Alberta. 

Working at the University of Alberta

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Position

The University of Alberta’s Faculty of Rehabilitation Medicine (FRM) is re-establishing a satellite campus in Camrose.  Operating out of the UofA’s Augustana Campus, the FRM satellite will offer a Master of Science degree in Occupational Therapy (MScOT),  Physical Therapy (MScPT) and Speech Language Pathology (MScSLP).  Reporting to the Manager of Administrative Services, the Coordinator, FRM Augustana Satellite is responsible for managing the administrative activities of the FRM Augustana Satellite Campus and acts as the administrative link with the Edmonton campus.  The incumbent will work closely with the Augustana Academic Coordinators of the MScOT, MScPT, and MScSLP programs (Augustana  based), the Department Coordinators of the departments of Occupational Therapy, Physical Therapy, and Communication Sciences and Disorders (Edmonton based), the Manager of Academic Services (Edmonton based), Manager of Administrative Services (Edmonton based) and Faculty General Manager (Edmonton based) to provide the administrative support necessary for the effective operation of the FRM satellite and graduate programs.   In support of program needs and satellite operations, the incumbent will also develop and maintain relationships with various units and departments at the UofA Edmonton and Augustana sites as well as the Coordinator, FRM Calgary Satellite. 

Duties

Administrative

• Works with the Manager of Administrative Services and FGM on the development of policies and procedures governing the administrative operation of the satellite campus
• Works closely with the CSD,  OT and PT departments to define and manage satellite purchasing thresholds and to coordinate financial and human resource processes
• Manages the HR processes associated with the Physical Therapy Assistant, Occupational Therapy Assistant, Speech Language Pathology Assistant,  Guest Lecturers, course patients and casual employees in accordance with CSD, OT and PT department procedures.
• Responsible for FRM Augustana Satellite purchases in accordance with CSD  OT and PT department procedures including processing of Travel and Expense claims.
• Collaborates with the Marketing and Communications on media events for the satellite campus
• Coordinates special events for the MScSLP, MScPT, MScOT, research and continuing professional education programs
• Provides administrative support to the MScSLP, MScPT and MScOT Augustana Coordinators
• Creates and manages exam schedules for accommodated students and Google Calendars for all cohorts
• Administers UAlberta Google Groups and mailing lists used by the institution
• Assists with travel claims and credit card reconciliations for a variety of staff members
• Assists departments with Accreditation

Supervision

• Provides effective and appropriate leadership and supervision to NASA support staff including training, cross-training, task assignment, performance evaluation, and performance management.
• Provides guidance and direction to direct reports on the resolution of errors and issues.
• Consult with the Manager of Administrative Services, HR Service Partner, and/or Central HR units regarding all HR, employee relations, and labor relations issues to ensure compliance with relevant Collective Agreement, policy, and legislative requirements, as well as, applying HR best practice standards.  
• Provides ongoing coaching, guidance and feedback on staff performance and conducts annual performance reviews in accordance with University policies, procedures and best practice standards
• Oversees, manages and approves (or denies) vacation and all other leave requests taking into account NASA Collective Agreement requirements as well as the Department's operational needs, blackout periods, etc.
• Fosters a cohesive working environment that encourages and supports sharing of information and knowledge, excellence in customer and student service, as well as collegial and professional working relationships with all members of the Faculty and University communities.

Facility Management

• Collaborate with the FGM on the development and implementation of space utilization policies and procedures
• Coordinates room bookings and timetabling with the Manager of Academic Services
• Works with the Satellite Assistants to establish maintenance and cleaning protocols for the lab and classroom spaces
• Liaises with the Learning Technology Specialist, IST, FGM and Departments regarding major IT and AV needs of the satellite campus
• Orders and maintains supplies for Satellite

FRM-Augustana Liaison

• Works with Augustana staff to coordinate student access to services, recreational privileges, and library access for the FRM Augustana Satellite students.
•  Works with Augustana staff to identify and resolve issues relating to the facility, arrange room bookings of Augustana Campus space and provide details on UofA room use 

Student Advisory Services

• Counsels applicants and students on program requirements
• Advises students regarding accessibility and accommodation resources

Academic Program Support

• Assists with the development of timetables and enters data into Google Calendars.
• Liaises with faculty regarding course materials for each academic term.
• Liaises with sessional and guest lecturers regarding room bookings, course materials and eClass set up. Tracks and communicates course information concerning room bookings, examinations, cancellations.
• Coordinates the exam process including proofing/printing, exam keys, sending exams for optical scoring, and receipt of returned exam/scoring.
• Proctors student exams as required.
  • Supports Augustana Satellite Program Assistant  - providing coverage for Assistant duties during peak periods or vacations.

Recruitment/Orientation:

• Prepares materials for career fairs and represents the department at career fairs
• Makes presentations to student groups (high school and postsecondary)
• Prepares orientation materials and schedules

Qualifications

• Diploma in Business Administration; equivalent combinations of education and experience will be considered
• Previous experience in postsecondary institutions
• Knowledge of UofA human resource, financial and graduate program policies and procedures
• Excellent communication and relationship building skills
• Advanced computing skills; Microsoft office, Gmail, Google calendar
• Knowledge of UA PeopleSoft systems for managing financials, human resources and students
• Extensive and institutional knowledge of the UofA and its Satellite
• Demonstrate ability to take initiative and perform duties independently
• Ability to adapt to continuous procedural and systems changes while maintaining consistency in a multi-tasking environment
• Proficiency in Google Suite