Executive Coordinator

2 months ago

Edmonton, Canada University of Alberta Full time

**University Initiatives Office**:

- Competition No.

**S100351510**
- Posting Date

**Jul 17, 2023**
- Closing Date

**Jul 24, 2023**
- Position Type

**Full Time - Operating Funded**
- Salary Range

**$58,349 to $79,248 per year**
- Grade

**08**
- Hours

**40**

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

This position has a term length of one year plus a day and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

**Location - **North Campus Edmonton.

**Working for 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 teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

**Department summary**

The University Initiatives Office (UIO) manages strategic enterprise-wide projects as well as supports and builds project management capacity within each functional area. UIO provides oversight for senior leadership through standardized reporting tools and develops an institutional approach to change management. The UIO is focused on implementing solutions to improve the experience of employees who access university services and for employees working within these business processes.

**Position summary**

The incumbent provides senior level administrative support to the Executive Director and the University Initiatives Office team by assisting with the coordination and administration of programs, projects, and/or processes and with the planning, preparation and delivery of communications, events, records, statistics, reports, and documents. The incumbent arranges and coordinates logistics and assists with content of events and meetings. Performs and organizes activities to support the daily operations by ensuring that administrative services align with established goals and objectives. This role assists with the development of processes.

In all facets of this role, this position endeavors to integrate and advance the University’s commitments to equity, diversity and inclusivity. This position understands, fulfills, and promotes the health, safety and environment responsibilities identified in university policy.

In addition to comprehensive support for the Executive Director, UIO, this role will work on operational effectiveness tasks that include things like, onboarding, facilities management, IT oversight, and other tasks to ensure the unit is operationally effectively

**Duties**
- As support to the Executive Director, the EA should use forward thinking and proactive planning to manage UIO priorities as assigned from committees. This involves identifying regular scheduled items, new items and action items that the UIO is responsible for, and responsible for up front planning and scheduling time as appropriate.
- This role is expected to work independently and be proactive in ensuring that the Executive Director and department needs are met. The EA will professionally represent the UIO office in all interactions.
- Oversee the onsite confidential filing for the Executive Director
- proactive initiation of conflict of interest sign offs by staff, legal files committee files and personnel files related to the Executive Director’s direct reports.
- Maintains Central Filing System for Executive Director.
- Coordinates meetings; includes compilation and distribution of meeting materials (agendas, reports, and minutes/meeting notes); recording minutes/meeting notes and ensuring follow-up of action items; organizes all aspects of meetings and conferences, including venue, equipment, catering, etc.
- Provides clerical support, formatting, editing, proofreading, ensuring that documents meet professional standards and reflect the department's competence and credibility as a unit within the University of Alberta.
- Oversees annual department processes such as vacation plans, conference dates and attendance, performance appraisal schedules.
- Monitors performance/action plans for business unit/senior leadership to track progress, ensuring that priorities and timelines are met.
- Trains other staff in administrative processes; may provide guidance or give work instructions to other administrative staff.
- Man

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