Administrative Coordinator

Competition 2212

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

This position offers a comprehensive benefits package.

Location - This role is 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 College of Health Sciences

The Health Sciences Education and Research Commons (HSERC) is an integral part of the College of Health Sciences (CHS) and is both an academic and physical space where simulation and interprofesional education take place on a daily basis. It also houses secure clinical exam space used for a variety of practical exams and is utilized by clients and partners outside of the university.

Position Summary

Are you looking for a dynamic role that combines organization, communication, and collaboration in a fast-paced environment? As the Administrative Coordinator for the Health Sciences Education and Research Commons (HSERC)—part of the College of Health Sciences (CHS)—you will be the central hub for day-to-day administrative operations. Reporting to the Team Lead, you will oversee everything from managing client intake requests and simulation bookings to supporting standardized patients for clinical exams.

In this position, you will be the first point of contact for a diverse range of inquiries and will work closely with Project/Exam Coordinators, simulation consultants, assistants, and both internal and external clients. Your ability to navigate complex priorities and maintain a strong understanding of HSERC’s strategic goals will be key in ensuring seamless operations and excellent service delivery. If you thrive in a challenging environment where you can truly make an impact on health sciences education, we’d love to hear from you!

Duties 

Communications:

• Acts as the first point of contact for all HSERC inquiries (standardized patients, room bookings and high-stake exams).
• Responds to specific inquiries about HSERC services from faculty, staff, students and external clients (e.g. other post-secondary institutions and professional accreditation organizations).
• Provides oversight and management of generic email for EHCA and responds to or delegates general inquiries about ECHA (booking rooms, promo tables).
• Communicates changes in bookings, services etc. to clients and standardized patients on an on-going basis.

Area Operations:

• Provides administrative support for the Standardized Patient (SP) program, including quotes, database maintenance, client communication, and SP recruitment/casting.
• Manages HSERC space bookings, ensuring accurate details and clear communication with clients and team members.
• Supports event logistics by coordinating with clients and the simulation assistant to ensure spaces and equipment are prepared, cleaned, and restocked.
• Oversees the Mask Fitting Activity, including day-to-day administration, providing 3M-certified testing, managing inventory, and maintaining the online store.
• Maintains and troubleshoots the A/V recording and video streaming systems, including file storage, transfer, and system setup.
• Prepares, designs, and maintains standard and customized reports, records, and files for the area.

Finance & Procurement:

• Initiates purchase requisitions, purchase orders, invoices, and vendor payments through SupplyNet (Coupa).
• Reviews transactions and supporting documentation to ensure accuracy, policy compliance, and proper authorization.
• Reconciles expenses in HSERC speedcodes and supports users with routine financial transactions.
• Resolves transactional issues and escalates complex matters to the Staff Service Centre or Financial Partner as needed.

Minimum Qualifications

• A two-year post-secondary education diploma.
• 2 years of successful experience in a similar position.
• Computer proficiency in a Windows environment using MS Office applications (Word and Excel), Google Apps and other computer applications (Adobe Sign and Moodie). 
• Dedicated commitment to providing exceptional client service.
• Proficient in communicating effectively with stakeholders from diverse backgrounds.
• Proven ability to work effectively both independently and as part of a collaborative team.
• Adept at managing time and workload efficiently to meet deadlines.

Preferred Qualifications

• Skilled at building and maintaining positive, professional, and collaborative relationships with stakeholders at all organizational levels.
• Experienced in applying and adhering to strict confidentiality guidelines, FOIPP, records management protocols, and relevant university policies.