Administrative Coordinator

1 week ago

Edmonton, Canada University of Alberta Full time

**Department** Vice-President Finance & Administration - Shared Services

**Salary range** $47,918.92 to $64,697.48

**Hours per week** 35

**Grade** 7

**Posted date** June 14, 2024

**Closing date** June 28, 2024

**Position Type** Full Time - Operating Funded

**Description**:
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 Enterprise Square, Downtown, Edmonton. This role is hybrid with a mix of remote and in-person.

**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 more than 14,000 faculty and staff, over 40,000 students and 260,000 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 Department**

Shared Services is a close-knit community, composed of smart, approachable service teams who collaborate, exchange knowledge and identify solutions. Our expertise in developing, delivering and innovating the diverse catalogue of services we are responsible for supports the success of our university services.

We provide advice, guidance and leadership in process, quality and accuracy. Ultimately, we create a human, positive experience when it comes to collaboration and problem-solving to ensure the solutions meet the parameters and work efficiently for the university community.

Staff who join Shared Services can expect to feel empowered and supported to grow their careers with critical thinking, relationship building and ongoing learning opportunities.

The “Our Common Approach to Working Together” document, developed by our team, sets out how we work together and how we ensure a safe, healthy and inclusive environment for all.

If you are a highly motivated, enthusiastic, team player who loves to make a difference and believes in service excellence then we are looking forward to welcoming you to our team in the new role of Administrative Coordinator

**Working as the Administrative Coordinator in Shared Services**

Reporting to the AVP, Shared Services (ShS) office, this position provides administrative support to core activities related to general administration, HR and finance-initiated requests for the extended leadership team and unit. This position works closely with the team in the office, and across the unit, to ensure requests are completed in a timely manner. This role also contributes to the overall success of the unit by supporting new team members in their onboarding experience.

**Duties**

**Communications**:

- Screens, directs, and processes phone, electronic and in-person queries.
- Manages correspondence and ensures queries are properly directed and followed through to completion
- Prepares agendas, takes minutes and supports internal committees.
- Proofreads and reformats documents.
- Compiles and contributes to Shared Services' internal and external communications.

**Operations**:

- Manages calendars of assigned Directors. Makes decisions on priorities based on own understanding of the areas and emergent issues.
- Creates and maintains spreadsheets and/or databases. Prepares standard and ad-hoc reports for the area. Designs and develops customized reports for specific needs.
- Establishes, maintains, and updates files.
- Sends out information requests and compiles submissions for review.
- Organizes meetings as assigned.
- Coordinates travel arrangements.
- Tracking of IST hardware, keys, phone lists and laptop sign out.
- Provides administrative support for standing and special meetings. Schedules rooms &organizes equipment. Coordinates documents and agendas. Anticipates and prepares supporting materials. Distributes meeting minutes.
- Serves as recording secretary for assigned Committees.
- Troubleshoots photocopier & phone issues; maintains adequate levels of supplies for machines, including shredding services.
- Maintains the inventory of office equipment and supplies.
- Actively participates and helps coordinate Shared Services events.
- May handle sensitive material in accordance with established policies.

**Financial Process Coordination/Initiation**:

- Initiates purchase requisitions, purchase orders and invoices through SupplyNet.
- Initiates vendor payments.
- Requests credit cards for new staff through the Staff Service Centre as r

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