Department Coordinator

Competition 2290

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta 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 offers a comprehensive benefits package.

Location - This role is in-person at North Campus Edmonton.

Working at the University of Alberta

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Position Summary

This position will provide support to the Departments of Cell Biology and Physiology.

Reporting to the Administrative Supervisor, the main goal of this position is to acknowledge, review, triage, coordinate, resolve, assign or escalate all the incoming administrative requests, projects and issues coming from the various stakeholders and constituents of the assigned departments. Those requests include but are not restricted to staff appointments, financial reconciliation, adjudications for any type grants or scholarships, request for information, laboratory certification, space management, teaching support, security issues, etc… The incumbent is accountable to follow through, track progress of all requests and ensure completion. The incumbent is the primary contact for all stakeholders and constituents of the assigned departments and acts as the gateway to other resources within a department, to the Academic Department Manager or to the Chair, as required.

Duties 

Administration and Departmental Governance

• Based on an in depth understanding of the vision of the Chair, discussions from Department Faculty Meetings, and limited guidance from the Academic Department Manager, the incumbent will develop, maintain, communicate and execute an annual calendar of administrative, operational and governance activities for the assigned departments;
• Contributes to the assessment of operational and administrative needs and develop an operational plan;
• Organizes the programming and logistic of teaching, research and clinical retreats;
• Plans, schedules, communicates, organizes and follows-up on departmental meetings and all committees’ and sub-committees’ meetings (graduate studies, undergraduate studies, awards adjudications, etc…);
• Synthesizes discussions and keeps track of decisions and ensure their applications and completion;
• Contributes to the review of policy manuals of other departments and faculties and relevant professional programs at the UofA; ensure departmental practices are aligned with the Faculty’s and the College’s.
• Contributes to the assessment current state of documented department policies and identifies gaps and required updates that exist in the documentation of policies/procedure and makes recommendations about which policies/procedure need development and updating.
• Conducts relevant stakeholder engagement based on the scope of the policy/procedure (ex: including: faculty, staff, and students).

Operations

• Independently creates, as needed, communications channels and distribution lists to reach out all the stakeholders (Faculty, adjuncts and clinical lecturer, students, postdoctoral fellows, donors, etc…) and convey the key messages and relevant information about the operations of the assigned departments;
• Review required systems and facilities access needs from assigned departments stakeholders and constituents and grants the necessary accesses; In doubt will consult with supervisor;
• Monitors and tracks space usage and maintenance needs in the departments and executes any follow-up action as needed;
• Anticipates, and purchase all the necessary supplies required for the operations of the assigned departments; Purchases the necessary equipment for the department offices and seminar rooms;
• Provides administrative support and coordination to lab certification and stand-up security reviews as needed; identifies the necessary steps, organizes their execution and ensures their completion.
• Streamlines processes and cultivate an environment that is exciting, interactive for all constituents;
• Continuously reviews stakeholders and constituents administrative and operational needs; develops and implements consistent support measures and above and beyond the stakeholders’ expectation within the limitations of available resources;

Finance Support

• Identifies, troubleshoots and resolves transactional issues.  Corrects errors.  Escalates broader, more complex issues to the Workflow Supervisor or Academic Department Manager;
• Monitors, tracks and reconcile financial transactions in operational and trust accounts, anticipates over-expenditures and apply corrective measures as needed;
• Initiates purchase requisitions, purchase orders and invoices through SupplyNet. Initiates vendor payments;
• Initiates travel and expense claims for leadership when required;
• Reviews individual transactions, financial statements, supporting documentation for accuracy, compliance to policy and appropriate authorizations;
• Provides guidance and assists users with the initiation of financial transactions. Escalates issues to the Staff Service Centre or assigned Financial Partner

HR Support

• Keeps track of adjuncts, CACs, special continuing and fellow’s appointments and renew as needed based on expectation of the Chair and departments’ needs;
• Assists in developing job descriptions and initiates and coordinates the recruitment and selection of teaching, technical, administrative or research staff; Coordinates the appointment and onboarding processes;
• Monitors, tracks and initiates the renewal of staff appointments throughout the departments, as needed
• Interfaces and coordinates with Shared Services, HR Partners and other HR central services as needed to address needs or issues; ensure follow-ups and resolution;

Safety and Security

• Monitor safety and security in the department space and report on any potential issues; liaises with necessary experts within the University community;
• Organizes and tracks security reviews and follows-up on any issues or needs identified during the process;

Outreach, Communication, Event and Website

• Actively participates, by providing advice, opinions or information, in the development, implementation and evaluation of marketing/communications activities including advertising, relationships with professional associations, prospect development, retention plans, and cross selling with other departments.
• Initiates and carries out marketing/communication/business development activities to support the growth of departments.
• Assist the Academic Department Manager in identifying sources of funding to support departments’ activities and growth.
• Proposes, plans and organizes outreach events targeting students, donors, other stakeholders in conjunction with the Faculty, the College or central units;
• Coordinates the implementation of strategies to optimize the use of the website as a communication tool for stakeholders, constituents and students;
• Maintains/Updates department website for info accuracy;
• Organizes all logistical aspects of seminars, professional development activities, lectures and recognition events and assists programming aspects.

Facilities

• Monitors space usage and provides reports and recommendations to the ADM on maximizing usage;
• Keeps track of equipment conditions (non lab) and initiate repairs or maintenance;
• Assesses the needs and oversees the preparation of allocated space to staff and Faculty;

Research Support

• Monitors and administers research accounts for a portfolio of a minimum of 20 researchers, 60 accounts and 20M in research grants:
  • Analyses accounts and prepare projections;
  • Anticipates and carries out account monthly reconciliations, and necessary transactions;
  • Takes measures to prevent over expenditures; alert and recommend course of action to researchers as needed;
  • Provides advice and guidance on day-to-day financial planning and operations;
• Prepares cost assessments and estimates for research operations;
• Monitors staffing and employment cycle in research operations and advice researchers on staffing levels, new appointments and/or renewals;
• Provide editing support, and sometimes guidance, to researchers in drafting positions descriptions, onboarding documents and other documents;
• Interfaces with Research Partners and Specialists about expenses eligibility and grant management;
• Provide administrative support to Laboratory Administrators and research staff with laboratory set-up and close out; support purchasing as required;

Programs and Teaching

• Identifies, collects, synthesise and summarize the information required to plan and manage course budgets;
• Identifies, catalogues and disseminates various resources for instructors across departments;
• Coordinates committees’ activities (Undergraduate Studies Policy Committee; Graduate Studies Policy Committee; Teaching and Learning Committee; Equity, Diversity, and Inclusion Committee)
• Consults on policy development/revisions as it relates to academic matters and implications on programs;
• Tracks key metrics related to teaching and learning;
• Collects, reviews, and synthesis all the information necessary (including but not restricted to enrollment data, annual reports, USRI, student’s feedbacks, etc…) to support the development of the department teaching plan and courses assignments, 

General Administration

• Responds to inquiries in person, by phone, by email and other channels and determines appropriate action required. Manages general department email inboxes, and assigns task to administrative assistants
• Manages calendars of assigned Chairs.  Makes decisions on priorities based on own understanding of the areas and emergent issues.
• Provides administrative support to the Chairs and Faculty as needed.

Qualifications

• Post-secondary degree in Business Administration, Public Administration or Management, or equivalent;
• Project Management training (such as PMP) is a solid asset;
• Five years of administrative experience in a large, complex matrix environment.
• Very strong capacity to lead and influence upwards, laterally and downwards;
• Current or previous experience in administration at the University of Alberta an asset.
• Excellent organizational and written communication skills.
• Demonstrated ability to work collaboratively in teams, and independently with minimal supervision.
• Strong commitment to confidentiality and professionalism.
• Demonstrated communication skills with all stakeholders from a variety of cultural backgrounds.
• Demonstrated ability to balance time and workload management with strict policy, procedure, and confidentiality.
• Proficient in Microsoft Office, Google Applications, Adobe Pro; content management systems, Cascade is an asset.
• Knowledge of PeopleSoft or similar enterprise systems.
• Excellent computer skills including proficiency in use of database, spreadsheet, and word processing software.
• Demonstrated proficiency with PeopleSoft, SupplyNET, Microsoft Office, and Google applications preferred.