Committee & Records Coordinator

2 weeks ago

Edmonton, Canada University of Alberta Full time

**Provost & VP Academic Admin**:

- Competition No.

**S103152213**
- Posting Date

**Nov 24, 2023**
- Closing Date

**Dec 08, 2023**
- Position Type

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

**$51,821 to $70,382 per year**
- Grade

**08**
- Hours

**35**

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

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

**Location** - Work primarily takes place at 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.

**Position**

This position has coordinating responsibilities in a number of administrative areas within the Office of the Provost and Vice-President (Academic), with particular focus on committee coordination and records administration.

**Duties**

Committees:

- Provides general coordination support to the committees that are managed by the Office of the Provost and Vice-President (Academic).
- Confirms the annual schedule and maintain membership lists.
- Tracks agenda items while being aware of timeline constraints and the implications, having knowledge and understanding of the governance process, ensuring items have been resolved.
- Proactively identifies potential issues with committees and committee meetings, including issues with attendees, presentations, agenda management, etc., and presents possible solutions to those issues to the SAO and other senior leadership.
- Follows up with presenters for outstanding material.
- Assists with the preparation of Red Notes.
- Provides direction to the Receptionist position on room bookings, catering, and other meeting logistics.
- Coordinates guest attendance for meetings, and tracks attendance for specific meetings, including regrets and delegates.
- Assembles and distributes meeting packages, and code documentation according to the Records Classification Scheme for filing.
- Takes notes upon request.

Records:

- Responsible for records management practices, policies and procedures.
- Maintains the records system: file documentation, locate files, code, and create new files, archive files, keep the Access filing database current and run reports as required.
- Reviews and updates the records management procedures and guidelines, and maintains the established records retention schedule.
- Provides assistance in the use and maintenance of the records system, including training in the Access database.
- Responsible for researching new filing systems and any preparation for the transition from the old to new system.
- Coordination with portfolio leads for the collection of Provost and Vice-President (Academic) records in response to FOIP requests.
- Liaises with the Information and Privacy Office on FOIP requests to confirm scope of requests and affected areas of the portfolio.
- Makes recommendations to the Information and Privacy Office with respect to third party consultations and treatment of records from the Office of the Provost.
- Develops, maintains, and implements transitory records practices, in partnership with staff and leadership, and annual operationalization of those practices.

Other
- May provide backup to other roles including the Receptionist and Office Assistant and Executive Assistants and Coordinators throughout the office.
- May provide administrative supports to specific projects, initiatives, and working groups in the Office.
- As a member of the administrative support team, attends team meetings and assist members in cooperatively making decisions and recommendations regarding the management of the Provost Office or any issue of an administrative support nature.

**Qualifications**
- Records and Information Management certificate, diploma preferred; equivalent combination of education and experience working with an extensive records system, preferably in a post-secondary environment, will be considered.
- Three to five years of related experience in a fast-paced executive office.
- Experience in a support position.
- Excellent communication, organizational, and interpe

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