Clinical Services Administrative Coordinator

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

This position has a term length of one year plus one day from the date of hire and offers a comprehensive benefits package.

**Location -** This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.

Clinical Services at the University of Alberta supports professional development and research by providing graduate students with quality training experience in the areas of counselling and psychological assessment. We are committed to the community at large through the provision of low-cost services to the general public. The clinic has two Directors, two Clinical Supervisors, two Administrative Coordinators, three Pre-Doctoral Residents, and 50-60 student interns. It serves three different graduate programs within the Faculty of Education and is accredited by two different accreditation bodies.

Reporting to the Academic Faculty Manager, the Clinical Services Administrative Coordinators are responsible for the management and coordination of the day-to-day administrative operations of the Clinical Services unit, including client administration, finances, purchasing, communications, marketing, event planning, and space management.

The clinic is accredited by two different accreditation bodies, and the Clinical Services Administrative Coordinators ensure that the clinic is in compliance with the strict administrative accreditation standards of those two bodies. As part of those requirements, these positions manage the clinic’s highly confidential client files and ensure FOIPP compliance for all clinic documents and records. The Administrative Coordinators supervise support, casual, and temporary administrative staff in the clinic and manage the scheduling and preparation of the physical clinic space, which includes preparing psychological testing materials. These positions understand, fulfill, and promote the health, safety and environmental responsibilities identified in university policy. In all facets of this role, individuals in these positions endeavor to integrate and advance the University’s commitments to accessibility, foster community connections and increase belonging.

The Faculty of Education is consistently ranked among the top faculties of education in Canada and globally. It is home to award-winning educators, internationally recognized researchers, and socially engaged scholars. With a commitment to inclusive excellence, the faculty supports K-12 education, professional development, and advanced scholarship, shaping the next generation of teachers, leaders, and policymakers who make a difference in classrooms and communities.

- Acts as the first point of contact for the clinic.
- Manages communication for the clinic.
- Develops documents and publications for the clinic.
- Maintains area records, including client files.
- Provides administrative support for standing and special meetings.
- Organizes meetings, conferences, seminars, and special events.
- Coordinates travel arrangements.
- Collaborates on and helps to prepare the clinic budget.
- Performs regular financial transactions and tracking for the clinic.
- Orders and prepares psychological testing materials.
- Manages the physical space in the clinic.
- Schedules room bookings in coordination with clinic staff and interns.
- Supervises support, casual, and other temporary administrative staff in the clinic.

- Diploma in Business Administration or Management. A bachelor's degree in a related field is preferred.
- Knowledge of the post-secondary environment, preferably within the context of the University of Alberta and/or psychological services.
- Excellent tact and professionalism to facilitate negotiation, conflict resolution, and handle highly confidential matters.
- Ability to prioritize competing tasks and effectively manage time and workload to meet deadlines.
- Demonstrated ability to adapt and pivot to rapidly changing demands.
- Excellent organization skills and attention to detail.
- Excellent problem-solving and critical thinking skills.
- Excellent oral and written communication skills with many types of stakeholders from a wide variety of social and cultural backgrounds.
- Excellent interpersonal skills, including a strong ability to demonstrate professionalism, confidentiality, and diplomacy.
- Ability to self-start and anticipate the needs of the clinic and its staff, students, and stakeholders.
- Ability to work both independently with mínimal guidance and collaboratively with others.
- Ability to develop and maintain positive, professional, collaborative working relationships with all stakeholders at all organizational levels.
- Strong administrative and communication technology skills, including advanced knowledge of the entire Office suite of tools, Google suite of tools, social media, web content management systems, and others.
- A commitment to continuous improvement and service excellence.
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