Executive Coordinator, Avp, Shs

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

**Posted date** October 4, 2024

**Closing date** October 25, 2024

**Position Type** Full Time

**Description**:
This position is excluded from the bargaining unit.

In accordance with the Handbook of Employment for Management and Professional Staff (Excluded), this full-time continuing position offers a comprehensive benefits package that can be viewed on our Benefits Overview page and an annual salary range which will be commensurate with qualifications.

**Location** - This role is hybrid with a mix of remote and in-person. On-site work takes place at Enterprise Square, 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 FirstPeoples 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 Shared Services**

Established in 2021, Shared Services (ShS) is a growing unit responsible for supporting the university in its human resources, finance and IST administrative processes. We are fortunate to work with faculty, staff, students, alumni, external vendors and many other third parties. Working with ShS means working with a close-knit community of smart, approachable teams who collaborate, exchange knowledge and identify solutions. Our team of expert problem solvers work with the community to ensure the end-to-end delivery of the diverse catalogue of services we are responsible for meets the service level expectations we have committed to.

**Position Overview**

The Executive Coordinator (EC) to the Associate Vice President (AVP) of Shared Services (ShS) plays a pivotal role in providing high-level administrative and operational support to the Shared Services portfolio.

We are seeking a professional, highly experienced Executive Coordinator to support the AVP, ShS in a dynamic and fast-paced environment. Reporting directly to the AVP, the EC provides comprehensive coordination, tactical support, and advice to the AVP and the Director, HR Services, other senior leaders (Director, Finance Services, and Director, Service Delivery & Client Experience) and extended leadership as required. This role demands a proactive, highly organized, and diplomatic individual with exceptional communication, leadership, and problem-solving skills, with the ability to manage large projects and contribute to the overall strategy of the unit for its administrative growth.

The EC must maintain the confidentiality and integrity of the AVP's office, ensure the seamless operations of the unit, and foster strong relationships with internal and external clients. The role involves leading and mentoring a growing administrative team to ensure the smooth running of day-to-day operations, contributing to the success of strategic initiatives.

In all facets of this role, the incumbent will endeavour to advance the University’s commitments to indigeneity, equity, diversity and inclusivity priorities. The incumbent will understand, fulfill, and promote the strategic plans and will demonstrate the values of Shared Services that contribute to the overall goals of the University Services, Operations and Finance (USOF) portfolio.

**Key Responsibilities**:

- Executive Support:

- Anticipate and prepare for meetings and events, ensuring all necessary briefing materials are ready in advance.
- Liaise with internal and external counterparts to coordinate meeting times and schedules, adjusting as needed to accommodate emerging priorities.
- Strategic Project Coordination:

- Provide critical support in the planning, coordination, and execution of large projects, ensuring alignment with the AVP's vision and goals.
- Assist in tracking project milestones, timelines, and deliverables, ensuring effective communication and collaboration across the administrative and senior leadership team.
- Act as a trusted advisor in sensitive matters, offering recommendations and insights to facilitate the successful implementation of initiatives.
- Communication & Correspondence:

- Receive (and/or research), prioritize, and prepare correspondence, memos, letters, reports, presentations, agendas, meeting materials, and minutes, often dealing with confidential information.
- Research and draft Executive and disclosure documents; proofread and edi