Department Coordinator

**Department** Faculty of Medicine & Dentistry - Physiology Dept

**Salary range** $51,821.52 to $70,382.74

**Hours per week** 35

**Grade** 8

**Posted date** May 9, 2025

**Closing date** May 15, 2025

**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.

**Location** - This role is in-person at North Campus Edmonton.

**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 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.

**Position Summary**

This position will provide support to the Departments of Cell Biology and Physiology.

Reporting to the Administrative Supervisor, the main goal of this position is to acknowledge, review, triage, coordinate, resolve, assign or escalate all the incoming administrative requests, projects and issues coming from the various stakeholders and constituents of the assigned departments. Those requests include but are not restricted to staff appointments, financial reconciliation, adjudications for any type grants or scholarships, request for information, laboratory certification, space management, teaching support, security issues, etcThe incumbent is accountable to follow through, track progress of all requests and ensure completion. The incumbent is the primary contact for all stakeholders and constituents of the assigned departments and acts as the gateway to other resources within a department, to the Academic Department Manager or to the Chair, as required.

**Duties**

Administration and Departmental Governance
- Based on an in depth understanding of the vision of the Chair, discussions from Department Faculty Meetings, and limited guidance from the Academic Department Manager, the incumbent will develop, maintain, communicate and execute an annual calendar of administrative, operational and governance activities for the assigned departments;
- Contributes to the assessment of operational and administrative needs and develop an operational plan;
- Organizes the programming and logistic of teaching, research and clinical retreats;
- Plans, schedules, communicates, organizes and follows-up on departmental meetings and all committees’ and sub-committees’ meetings (graduate studies, undergraduate studies, awards adjudications, etc );
- Contributes to the review of policy manuals of other departments and faculties and relevant professional programs at the UofA; ensure departmental practices are aligned with the Faculty’s and the College’s.
- Contributes to the assessment current state of documented department policies and identifies gaps and required updates that exist in the documentation of policies/procedure and makes recommendations about which policies/procedure need development and updating.
- Conducts relevant stakeholder engagement based on the scope of the policy/procedure (ex: including: faculty, staff, and students).

Operations
- Independently creates, as needed, communications channels and distribution lists to reach out all the stakeholders (Faculty, adjuncts and clinical lecturer, students, postdoctoral fellows, donors, etc ) and convey the key messages and relevant information about the operations of the assigned departments;
- Review required systems and facilities access needs from assigned departments stakeholders and constituents and grants the necessary accesses; In doubt will consult with supervisor;
- Monitors and tracks space usage and maintenance needs in the departments and executes any follow-up action as needed;
- Anticipates, and purchase all the necessary supplies required for the operations of the assigned departments; Purchases the necessary equipment for the department offices and seminar rooms;
- Provides administrative support and coordination to lab certification and stand-up security reviews as needed; identifies the necessary steps, organizes their execution and ensures their completion.
- Streamlines processes and cultivate an environment that is exciting, interactive for all constituents;
- Continuously reviews stakeholders and constituents administrative and operational needs; develops and implements consistent support measures and above and beyond the stakeholder