Academic Department Coordinator

2 weeks ago

Edmonton, Canada University of Alberta Full time

**BUS Office Of The Dean**:

- Competition No.

**S100351054**
- Posting Date

**May 09, 2023**
- Closing Date

**May 23, 2023**
- Position Type

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

**$51,055 to $69,342 per year**
- Grade

**08**
- Hours

**35**

This position is a part of the Non-Academic Staff Association (NASA) and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

**Location - **North campus. This role is hybrid, working in person and remotely.

**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/Position Summary**:
Reporting to an Academic Department Manager in the School, this position will provide specialized administrative support to their assigned departments in the operation of academic programs. Operating under a shared services model in the Academic Department Services team, this position will provide services across four departments as required through high-quality service delivery.

**Duties**:

- Maintains websites, blogs or other social media platforms
- Create and maintain an online administrative resource tool via eClass for department members
- Maintains department records, google groups, and resources for department members.
- Creates and maintains spreadsheets and/or databases. Prepares standard and ad hoc reports for the area.
- Manages and maintains tracking documents such as increment recommendations, promotion eligibility, conflict of interest, etc.
- Assists with organizing meetings, conferences, seminars and special events on behalf of the departments
- Designs and develops customized reports for specific needs
- Assist with data and reporting for accreditation and surveys
- Assists Faculty members with business travel arrangements including preparing and processing expense claims
- Oversees research accounts for Faculty members and assists with setting up research accounts, extension requests, and resolving over expenditures
- Manages timelines and ensures stakeholders are aware of expectations
- Liaise with Faculty Administrators (HR & Finance): initiate and follow-up on requests (recruitment, FEC preparation, deposits, etc.)
- Assists with Evaluation Committee processes to ensure documents are accurate and complete and deadlines are met
- Assists with the coordination of Faculty and Academic Teaching Staff appointments, reappointments and promotions
- Supports the appointment of specialized support staff positions (e.g. course coordinators and technicians) as well as Teaching and Research Assistants; initiates appointment process
- Creates guest CCIDs for incoming staff
- Provides backup support for other Academic Department Coordinators and reception desk
- Other related duties as required

**Qualifications**:

- Minimum 2-year administrative Diploma; Diploma in business administration preferred; an equivalent combination of education and experience may be considered
- 3-5 years of relevant experience preferably in an academic environment
- Computer proficiency in MS Office (Word, Excel, PowerPoint), Google Applications (Gmail, Google Calendar, Documents, Slides, Sheets, and Team Drives), eClass, WebEx and Zoom
- Ability to quickly adapt to change and exercise change management
- Ability to exercise sound judgment, maintain confidentiality, and work effectively independently and as part of a large team
- Knowledge of query functions on Enterprise System such as PeopleSoft System or equivalent
- Excellent communication and customer service skills; must be customer service oriented and solutions focused
- Ability to manage expectations, scope and deadlines when taking direction from multiple team members for competing priorities
- Ability to quickly prioritize workload, multi-task and work well under pressure is essential
- Demonstrated problem-solving skills, including the ability to identify, investigate, analyze, and resolve issues
- Excellent attention to detail, time management, and organizational skills
- Exceptional work ethic and commitment to quality work

**How to Apply**

**We thank all app

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