Academic Department Coordinator

Competition 1367

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.

This competition may be used to hire multiple positions.

Location - This role is hybrid with a mix of remote and in-person at North Campus, Edmonton.

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/Faculty 

The Alberta School of Business is one of the world's leading institutions in business education and research and is the first and longest continually accredited business school in Canada. We're positioned to help shape the future of business with over 140 tenured, tenure-track faculty and full and part-time academic teaching staff members who are at the forefront of cutting-edge research and innovative teaching. With 3,400 students in our undergraduate program and 950 students in our graduate programs (including 58 PhD students), we are dedicated to fostering a welcoming and supportive environment where every student has the opportunity to thrive and reach their full potential. We equip our faculty and students with the latest insights and tools to ensure students receive a transformative learning experience that prepares them for success in a rapidly evolving business landscape. 

Since 1916, the innovative ideas, entrepreneurial spirit and leadership of the school's more than 33,000 alumni have strengthened businesses and communities worldwide. We actively foster partnerships with local businesses, organizations, and government agencies, allowing our students and faculty to address real-world challenges and contribute directly to the local and global economy. Our outreach programs extend beyond the classroom, empowering students to use their skills for the betterment of society.

At the Alberta School of Business, you'll be part of a dynamic and forward-thinking community that values collaboration, inclusivity, and continuous growth, making it an exceptional place to contribute your talents and expertise. For more information about the school, please visit our website at: https://www.ualberta.ca/en/business/index.html

Position 

Reporting to the Academic Department Manager, this position will provide specialized administrative support to their assigned primary Department in the operation of academic programs. Operating under a Shared Services model in the Academic Department Services team, this position will provide services across four departments as required through high-quality service delivery. 

Duties 

• Acts as the first point of contact for the assigned department and provides backup to other departments
• Screens, directs, and processes phone, electronic, and in-person queries.
• Drafts and/or generates routine communications such as emails, memos, and other documents for the Academic Department Manager.
• Provides administrative support for standing and special meetings: coordinates documents and agendas, anticipates and prepares supporting materials, records, and distributes meeting minutes.
• Maintains websites. 
• Schedules and organizes recruiting information sessions, student orientations, welcome receptions, conferences, and other department-related activities.
• Organizes meetings, conferences, seminars, and special events on behalf of the department(s).
• Schedules consolidated midterms, final exams, and all special exams, etc.
• Assists with Evaluation Committee processes to ensure documents are accurate and complete and deadlines are met.
• Creates guest CCIDs for incoming staff; books guest parking online and purchases parking codes through University Parking Services.
• Assists with the development, design, and production of publications on program(s) within the department(s) in accordance with established Faculty/School/College/University policies/procedures.
• Coordinates travel arrangements for supervisor and others when traveling for area/program business or for recruitment.
• Compiles course packages according to SUPC (Students Union Print Centre) specifications including contents page, insertion of dividers, complete copyright permissions log, and order form.
• Orders textbooks through the UofA Bookstore and maintains records of same; orders any accompanying materials for textbooks from publishers: preview or examination copies, instructor manuals, test banks, videos and solution manuals case studies, and teaching/reference materials.
• Supports recruitment processes for Faculty and ATS (e.g. collection and distribution of candidate materials).
• Assists with the coordination of Faculty and Academic Teaching Staff appointments, reappointments, and promotions.
• Supports the appointment of specialized support staff positions (e.g. course coordinators and technicians) as well as Teaching and Research Assistants; initiates appointment process.
• Assists new teaching staff with department onboarding; inquiries regarding access to eClass/Canvas and email, university libraries, parking, provision of OneCard and building keys, set up of mailbox and office space.
• Maintains financial records and coordinates PCard (corporate credit card) reconciliation and submissions according to University procedures.
• Provides backup support for the reception desk and completes other related duties as required.

Qualifications

• Minimum 2-year administrative Diploma; Diploma in Business Administration preferred; an equivalent combination of education and experience may be considered.
• 3-5 years of relevant experience preferably in an academic environment
• Computer proficiency in MS Office (Word, Excel, PowerPoint), Google Applications (Gmail, Google Calendar, Documents, Slides, Sheets, and Team Drives), eClass and/or Canvas, WebEx, and Zoom.
• Ability to quickly adapt to change and exercise change management.
• Ability to exercise sound judgment, maintain confidentiality, and work effectively independently and as part of a large team.
• Knowledge of query functions on Enterprise Systems such as PeopleSoft System or equivalent.
• Excellent communication and customer service skills; must be customer service-oriented and solutions-focused.
• Ability to manage expectations, scope, and deadlines when taking direction from multiple team members for competing priorities.
• Ability to quickly prioritize workload, multi-task and work well under pressure is essential.
• Demonstrated problem-solving skills, including the ability to identify, investigate, analyze, and resolve issues.
• Excellent attention to detail, time management, and organizational skills.
• Exceptional work ethic and commitment to quality work