Program Coordinator

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

This position has a term length of 2 years from the date of hire and offers a comprehensive benefits package.

**Location -** This role is in-person. Work primarily takes place at North Campus, Edmonton.

Reporting to the PTJC Director, the PTJC Program Coordinator will lead day-to-day office operations supporting the Prince Takamado Japan Centre (PTJC). This position will provide a range of project coordination, community engagement, public relations, office administration, communications, record-keeping, financial management, research and events support. In all facets of this role, this position endeavors to integrate and advance the University's commitments to access, community, and belonging.

The Faculty of Arts is a diverse and inclusive academic community spanning the humanities, social sciences, and fine arts. Through innovative research, teaching, creative expression, and strong community partnerships, the Faculty of Arts advances knowledge and drives positive societal change. It provides students with the tools to think critically, engage meaningfully, and contribute to a more just and thoughtful world.
Strategic Planning
- With the Director, develops and delivers the strategic marketing plan based on independent research and analysis of comparable centres (nationally and internationally).
- Aids the Director in developing and implementing the communication and public relations plan, using a full range of social media.
- Initiates discussion or policy review of issues that impact the administration of the Centre.
- Promotes the Centre’s academic mission and interests through participation on committees and working groups.
- In the absence of the Director, represents and promotes the academic mission of the institute.

Financial Management
- Assists the Director in the preparation of budgets and business plans for presentation to the Administrative Board according to University policies.
- With the Finance Partner, develops and maintains financial status reports and financial forecasts which include recommendations and analysis and recommendations to both short
- and long-term budget planning for all programs and projects. This includes monitoring and reporting on the status of endowments accounts, tracking spending allocation.
- Tracks donations and ensures that accounts are established as necessary and ensures that the funds are utilized in accordance with donor requirements and applicable University policies.
- Negotiates and authorizes contracts for goods and services.

Event Planning
- Develops a budget and project plan for every event.
- Manages all scheduled and special events, including coordinating staff and volunteers.
- Negotiates and authorizes contracts with vendors to meet the needs of each event, adhering to University policies.

Human Resource Administration
- Administers the documentation related to recruitment, appointments, training, etc.
- Participates on hiring committees to recruit research assistants or other temporary staff.
- Manages volunteer orientation.

External Relations and Planning
- In consultation with the Director and boards, prepares an annual plan for projects and events.
- Develops and implements a communication plan for the Centre, making use of a full range of traditional and social media.
- Communicates with donors on behalf of the Director and coordinates meetings and events.
- Sources and manages the Centre’s digital assets (photos, videos) and manages the Centre’s website.

Facilities and Equipment
- Coordinates with appropriate bodies on any space, infrastructure, renovation, signage and furniture replacement needs.
- Collaborates with the Faculty information technology contacts on purchasing, upgrading and maintaining administrative computing equipment.
- Initiates purchases of capital items: orders and purchases furniture and office equipment including maintaining inventory of equipment and arrange of disposal of surplus equipment.

Administration
- Manages the day-to-day operations of the Centre.
- Serves as the Secretary to the Administrative Board and other Centre committees and advises the board and committees on related university policies.
- Creates, organizes and manages all records and administrative resources in accordance with applicable University policies and provincial and federal law and regulations.
- Bachelor’s degree, preferably in a Humanities or Social Sciences discipline.
- 3 years of progressive experience in a post-secondary setting; knowledge of University of Alberta policies and procedures is an asset.
- Communications, outreach, and event planning experience.
- Excellent communication and interpersonal skills.

Preferred Qualifications
- Proficiency in written and spoken Japanese is an asset.
- High proficiency in Microsoft and Google suites; experience with PeopleSoft is an asset.
- The University of Alberta acknowledges that we are located on Treaty 6 terr