Operations Lead (AMHSP)

Competition 2059

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

This position offers a comprehensive benefits package.

Location - This position is eligible to apply for the Work from Home Program following a successful probation period, which allows for flexibility in a hybrid in-office and at-home work environment. When in office, the work location will be 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 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

The Department of Family Medicine is a recognized leader in Canada, celebrated for its pioneering educational innovations and impactful research adopted nationally and internationally. Our team thrives in a collaborative and inclusive environment that values creativity and teamwork. By joining us, you will become part of a prestigious department within the Faculty of Medicine & Dentistry, working alongside top-tier professionals dedicated to excellence in education, patient care, and community health.

We prioritize employee well-being and professional growth, offering a supportive, team-based culture where your contributions are valued and your skills are developed. Our department’s commitment to continuous improvement fosters opportunities for innovation and leadership in a dynamic workplace.

If you are looking for a role that combines professional challenge with a meaningful impact, the Department of Family Medicine is where you belong.

Position

The Department of Family Medicine is seeking a highly motivated and detail-oriented Operations Lead (Academic Medicine and Health Services Program) to oversee the Operations Team and provide administrative support to the Academic Department Manager (ADM), Academic Department Chair, faculty, staff, and students. Reporting to the Academic Department Manager (ADM) and working closely with the Academic Department Chair, the Operations Process Lead will play a key role in developing, advising, and improving department-level processes and procedures. The Operations Lead will address routine issues based on policies, procedures, or leadership direction, and collaborate with internal and external resources as needed. The role will focus on enhancing the employee experience by optimizing key areas such as recruitment, onboarding, faculty evaluations, and career development. Additionally, it will support critical processes including recruitment and selection, performance reviews, and workflow efficiency improvements.

Duties

Operations Management

• Leads and optimizes operational support for the Department, collaborating with Communications, Finance, HR, and other U of A units to ensure compliance with institutional policies and efficient service delivery.
• Oversees departmental communications, including organizing events and preparing standard and ad-hoc reports, in collaboration with the ADM and Chair.

Academic Faculty & Human Resources Management

• Oversees all department recruitment and onboarding, from identifying recruitment needs to managing Search & Selection Committees, coordinating candidate visits, facilitating relocations, and ensuring compliance with AMHSP ISA processes.
• Prepares letters in collaboration with the Department Chair for Dean's approval and processes accordingly (e.g., FTE changes, leave requests, resignations, and retirements).

Financial Leadership & Reporting

• Provides financial oversight, collaborating with the Finance Partner, ADM, and Chair on financial strategies, managing routine transactions, budget tracking, and reviewing financial reports.
• Assists with annual budget planning and projections, engaging with each budgeted area regularly to review and update budgets.

Team Supervision & Mentorship

• Supervises the Operations Team, managing staff development, cross-training, and the orientation and onboarding of new staff to ensure appropriate support and coverage.

Qualifications

• Undergraduate degree in Business, Commerce, Accounting, Human Resources, or a related field relevant to financial management, HR, or operations oversight.
• Minimum 2 years of progressive experience in hiring, supervising, mentoring, and managing employee performance, specifically within a mid-sized or large, complex, organization, including overseeing operational teams and developing staff.
• Proven ability to communicate complex information clearly to diverse audiences, both verbally and in writing (e.g., preparing reports, and delivering presentations to faculty and administrative staff).
• Proficiency in Microsoft Office, and Google applications, specifically for preparing detailed reports, and handling administrative workflows.
• Strong abilities with spreadsheet software (i.e., Microsoft Excel) including the use of conditional formatting, sorting, LOOKUP tables, and pivot tables.
• Strong organizational and time management skills with the ability to manage multiple priorities, including financial multi-year and quarterly planning and oversight, recruitment processes, and event coordination, while ensuring deadlines are met.
• Demonstrated ability to collaborate with faculty, staff, and external partners to coordinate operational activities, including recruitment, onboarding, and event planning.
• Familiarity with AMHSP financials and recruitment.