Executive Coordinator to the Vice President Research

Competition 1502

This position is excluded from the bargaining unit.

In accordance with the Handbook of Employment for Management and Professional Staff (Excluded), this full-time continuing position offers a comprehensive benefits package that can be viewed on our Benefits Overview page and annual salary range which will be commensurate with qualifications.

Location - Work primarily takes place 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 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 Office of the Vice-President, Research and Innovation

As one of the top 5 research universities in Canada, the University of Alberta's research and innovation spans many fields and disciplines. Our researchers’ expertise and strength attract over $600 million annually from various research funders and partners including federal and provincial governments, industry, foundations, and other organizations.

Position

This position reports to the Vice President (Research and Innovation) and is supervised by the Chief of Staff. In collaboration with the Chief of Staff, and the Portfolio Initiatives and Administration Officer, the Executive Coordinator provides comprehensive administrative support to the Vice President (Research and Innovation) and is supervised by the Chief of Staff. The position works closely with the Chief of Staff to ensure a timely and accurate flow of information to enhance the effectiveness of the Vice President. In this role, the incumbent has access to the VP’s incoming and outgoing email communications. A key responsibility of the incumbent is managing the calendar for the Vice President, which requires working independently to schedule appointments and make decisions regarding attendance at meetings, general allocation of time, and critical last-minute changes. Understanding the Vice President's preferences, and being aware of key issues for the portfolio, is pivotal to this position.

This position works independently and requires judgment, common sense, and an ability to work under very challenging time constraints and conditions due to the many priorities and issues within the research portfolio and the broader University. The number of changes and the volatility of the Vice President's calendar cannot be overstated. The incumbent works with a variety of stakeholders, both national and international, such as senior government officials, CEOs of corporations and industry and ambassadors, and management of the calendar involves superior knowledge, patience, and commitment to ensure the Vice President is scheduled to make the most effective and efficient use of their time.

This position provides some cover-off/back-up to the Chief of Staff during periods of absence. This position must maintain a detailed awareness of what is going in and coming out of the Vice President (Research and Innovation) office, thereby enabling the incumbent to provide up-to-date status information to senior executives.

Duties

• Acts as the first point of contact for the Vice President (Research and Innovation) for walk-in, email, and phone inquiries on a wide range of topics; provide information and referrals, as needed, ensuring accuracy and good client relations
• Provides leadership and support through being a positive influence; establishes and nurtures effective working relationships within and beyond the VPRI Office
• Works collegially with staff within the Office of the Vice President (Research and Innovation) to ensure effective and efficient operation of the office
• Communicates regularly with the Executive Assistants within the Office of the Vice President (Research and Innovation) to ensure coordination of the calendars of the Vice President and Associate Vice Presidents in responding to various requests
• Provides comprehensive administrative support to the Vice President (Research and Innovation)
• Provides backup to the Executive Assistant roles in the office as necessary
• Receives and prioritizes all incoming mail for the Vice President (Research and Innovation); determines when independent action and decision making is appropriate
• Manages the electronic calendar for the Vice President (Research and Innovation), routinely making decisions that ensure the most effective use of the Vice-President's time; determines when consultation with others is needed
• Ensures accurate information is delivered to internal and external stakeholders in a timely manner and as appropriate; responds to routine and confidential inquiries as required
• Follows issues from awareness to resolution, ensuring that follow-up and actions are tracked and completed by the appropriate resources
• Works with the Chief of Staff and the Portfolio Initiatives and Administration Officer to advance items which need to be brought forward for attention of the Vice President (Research and Innovation) or other senior administrators, either within the portfolio or in other executive offices within the institution
• Composes letters, memos, and emails on own initiative and as instructed
• Compiles all necessary documents and briefing materials for meetings and ensures the Vice President (Research and Innovation) is on time and fully prepared for appointments
• Coordinates travel plans and itineraries
• Processes expense reimbursements
• Works in collaboration with the Executive Assistants to the Associate Vice-Presidents (Research and Innovation), as well as the Chief of Staff and the Portfolio Initiatives and Administration Officer, to ensure that adequate University representation is provided at meetings, events, etc whenever required or requested
• Initiates and coordinates various projects and activities, including direct collaboration and coordination with Administrative Assistants, Managers, external stakeholders and the wider campus community
• Works with key resource personnel to ensure administrative support for various committees chaired by the Vice President (Research and Innovation) or designate
• Assists in the preparation of the Vice President (Research and Innovation)'s grant applications
• Assists with the preparation of research manuscripts being submitted for publication by the Vice President (Research)
• Organizes logistics and presentation materials for events sponsored/hosted by the Vice President (Research and Innovation); and assists with events sponsored/hosted by the Office of the Vice President (Research and Innovation)
• Performs other duties as assigned

Qualifications

• Post-secondary diploma in Business or Office Administration preferred; equivalent combinations of education and experience will be considered
• Extensive related experience (5+ years) in a senior administrative support position, preferably in a postsecondary environment
• Excellent interpersonal skills
• Ability to work with sensitive and confidential materials
• Excellent organizational and time management skills
• Proficiency with Microsoft Office programs (including Word, Excel, PowerPoint, and Outlook)
• Knowledge of Google and Google Docs is an asset
• Demonstrated ability to take initiative
• Demonstrated careful attention to detail and accuracy
• Knowledge of the University of Alberta, its governing system, and academic/research priorities is preferred