Executive Support and Initiative Coordinator

Competition 2459

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. 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 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 University of Alberta International (UAI)

UAI supports the development and delivery of impactful international experiences, partnerships and opportunities that foster global citizenship for students, faculty and staff. As a central service unit, UAI encourages and facilitates connections for all members of the U of A community to engage on a global scale. Working together with partners around the world, UAI supports the creation of an internationally vibrant learning and research environment.

Position

Reporting to the Vice Provost & AVP International, University of Alberta International, the Executive Support and Initiative Coordinator provides high-level project and administrative support. The incumbent is expected to maintain an orderly and efficient flow of a wide variety of complex and highly confidential material. With minimal supervision, the ESIC provides essential administrative and organizational support, handling a wide range of duties including calendar management, travel arrangements, and meeting coordination.

In addition, this role provides high-level support to various initiatives and projects across the International Education and Enrolment (IEE) portfolio. The individual will be responsible for planning and organizing to deliver projects successfully on time and within budget. They also manage project resources, track progress, and ensure stakeholder satisfaction. This is a crucial role in aligning business objectives with project goals and ensuring all quality standards are met.

Duties

1) Supports Initiatives/Projects that Advance IEE Strategic Goals

• Create frameworks and project terms of reference.
• Develops and administers project plans. Determines work packages, sequencing required to deliver project outcomes, supports development of material for work packages, tracks progress, modifies scope, and timelines as dependencies are impacted by project deliverables.
• Manages an initiative's project plan for the unit, including prioritizing projects. Initiates, maintains, tracks communications and manages an issues and priorities list.

2) Executive Support: Vice Provost & Deputy Head

• Manage Vice Provost (and Deputy Head) Calendar.
• Respond to requests. Requires understanding of portfolio priorities and dependencies, deals with calendaring conflicts and responds to last minute requests.
• Ensures the leader has appropriate background/briefing materials. Requires tracking down or preparing if none exists.

3) Internal Communications Support

• Maintain content on the Intranet.
• Develop and implement an internal unit communications plan.
• Draft internal communications material for unit staff communications.

4) Records Management

• Develop and maintain records management guidelines and structure for the unit that supports compliance with best practice and university policies, and best meet operational needs.
• Advise on records management structure throughout the unit.

5) Other

• Back up to General Administrator role (e.g., manage security access for unit staff to enterprise-wide tools - PeopleSoft, HCM).
• Monitors meeting rooms to ensure rooms are in good condition.

Qualifications

• A post-secondary degree or diploma is recommended. A High School diploma, supplemented by a minimum of 5 years of experience in a similar position (e.g., office coordination, issues management, knowledge of procedures) will be considered.
• 3 to 5 years of experience in an academic administrative environment is an asset.
• Familiarity with the University of Alberta policies and procedures is an asset.
• Google Applications proficiency, and advanced word processing and spreadsheet skills in a Windows environment using MS Office applications (Word, Excel). Familiarity with PeopleSoft applications: Campus Solutions, Human Capital Management (HCM), Financials.
• Ability to understand and interpret financial statements, journals, and basic accounting information.
• Demonstrated organizational, time management and communication skills with strong attention to detail and accuracy essential.
• Excellent communication (written and oral) and interpersonal skills are required.
• Ability to work unsupervised and take initiative to assist the department to operate effectively.