Clinical Services Administrative Coordinator

Competition 1201

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 has a term length of one year plus a day, with the possibility of extension and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - Work primarily takes place at North Campus, Edmonton. This role is 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 FirstPeoples 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 over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 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

As part of the University of Alberta’s College of Social Sciences and Humanities, the Faculty of Education is home to award-winning teachers, internationally recognized researchers, educational innovators, and community leaders. When you join the Faculty of Education, you are joining one of the world’s top faculties of education, consistently ranked among the top four faculties of education in Canada and top 100 in the world.

At heart, we are a supportive, welcoming academic community of highly engaged, socially conscious, diverse scholars, students, and staff. Our work impacts K-12 students, their families, communities, and partners in education and other professions. We advance the careers of future researchers, teachers, professionals, and policy makers as active and contributing citizens.

Position 

Reporting to the Faculty Administration Manager, the Clinical Services Administrative Coordinators are responsible for the management and coordination of the day-to-day administrative operations of the Clinical Services unit, including client administration, finances, purchasing, communications, marketing, event planning, and space management. The clinic is accredited by two different accreditation bodies, and the Clinical Services Administrative Coordinators ensure that the clinic is in compliance with the strict administrative accreditation standards of those bodies. As part of those requirements, these positions manage the clinic’s highly confidential client files, and ensure FOIPP compliance for all clinic documents and records.

The Administrative Coordinators may supervise support, casual, and temporary administrative staff in the clinic and manage the scheduling and preparation of the physical clinic space, which includes preparing psychological testing materials. These positions understand, fulfill, and promote the health, safety and environment responsibilities identified in university policy.

In all facets of this role, individuals in these positions endeavor to integrate and advance the University’s commitments to equity, diversity, inclusivity, and decolonization.

Duties 

• Acts as the first point of contact for the clinic.
• Manages communication for the clinic. 
• Develops documents and publications for the clinic.
• Maintains area records, including client files.
• Provides administrative support for standing and special meetings. 
• Organizes meetings, conferences, seminars, and special events. 
• Coordinates travel arrangements.
• Collaborates on and helps to prepare the clinic budget.
• Performs regular financial transactions and tracking for the clinic.
• Orders and prepares psychological testing materials.
• Manages the physical space in the clinic.
• Schedules room bookings in coordination with clinic staff and interns.
• Supervises casual and other temporary administrative staff in the clinic.
• Performs other related duties as assigned.

Minimum Qualifications

• A Diploma in Business Administration or Management.
• A minimum of 2 years of administrative experience is required.
• Excellent tact and professionalism to facilitate negotiation, conflict resolution, and handle highly confidential matters.
• Ability to prioritize competing tasks and effectively manage time and workload to meet deadlines.
• Demonstrated ability to adapt and pivot to rapidly changing demands.
• Excellent organization skills and attention to detail.
• Excellent problem-solving and critical-thinking skills.
• Excellent oral and written communication skills with many types of stakeholders from a wide variety of social and cultural backgrounds.
• Excellent interpersonal skills including a strong ability to demonstrate professionalism, confidentiality, and diplomacy.
• Ability to self-start and anticipate the needs of the clinic and its staff, students, and stakeholders.
• Ability to work both independently with minimal guidance, and collaboratively with others.
• Ability to develop and maintain positive, professional, collaborative working relationships with all stakeholders at all organizational levels.
• Strong administrative and communication technology skills, including advanced knowledge of the entire Office suite of tools, Google suite of tools, social media, web content management systems, and others.
• A commitment to continuous improvement and service excellence.
• A commitment to the University's Indigenous initiatives, and principles of equity, diversity, and inclusivity. 

Preferred Qualifications

• A Bachelor's degree is preferred.
• Experience working within the post-secondary environment, preferably within the context of the University of Alberta.
• Experience using the JANE client management platform is preferred.
• Experience working in a clinical psychological environment is preferred.

Please include both a cover letter and resume as a single document in PDF format. Both a cover letter and resume are required to apply for this position and will be used to assess writing skills, including grammar, proofreading, and formatting.