Strategic Logistics and Projects Coordinator

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. Work primarily takes place at North Campus, Edmonton.

Institutional partnerships are integral to the University of Alberta's strategic objectives, encompassing enrolment growth, program delivery, research advancement and industry engagement. The Office of the Vice-President (International & Enterprise) is committed to supporting the university's efforts to expand international academic collaborations, enhance industry engagement, and foster connections with a diverse range of organizations. As opportunities become increasingly global and complex, they demand greater institutional coordination to ensure success. By adopting a coordinated, strategic, top-level approach, we aim to provide a seamless experience for both existing and prospective institutional partners.

The Strategic Logistics & Projects Coordinator (SLPC) provides critical planning, coordination, and logistical support for the activities of the Global Partnerships, Enterprise, and Innovation teams within the Office of the Vice-President, International and Enterprise, at the University of Alberta. This role plays a pivotal part in ensuring the success of international and industry engagement initiatives that take place in Canada or around the world.

The SLPC will handle logistics for very complex programs involving senior executives (President, Vice-Presidents) that have significant visibility and potential impact for the institution. These will include outgoing international missions to priority markets around the world, involving multiple senior leaders and researchers who can discuss the university's interests with government, industry, and academic partners. It will also include the hosting of incoming visits from these partners, as well as the coordination of programs and events on campus that will form a part of the visits, or will attract partners to visit. These missions, visits, and events may include bilateral and multilateral meetings, networking receptions, and coordinated participation at high-profile events. The SLPC will coordinate all logistics for these missions, visits, and events, and will need to make strategic recommendations on the development of the programs and itineraries to maximize the University's impact, and to meet the preferences/requirements of all external partners and UAlberta senior executives participating.

International Education & Enrolment (IEE) supports the university community in the development and delivery of impactful international experiences and opportunities to foster global citizenship.

Coordinate Incoming International and Industry Visits

• Plan and manage logistics for visits from international delegations, government representatives, institutional partners, and industry leaders, who will meet with senior leadership at UAlberta.
• Manage complex details from multiple campus partners and from visiting delegations to develop programs that meet visitors' needs while ensuring a strategic and impactful experience from the perspective of UAlberta senior leadership.
• Support the relevant VPIE team(s) to schedule and arrange meetings, facility tours, networking opportunities.
• Arrange venue bookings, catering and hospitality services, and travel accommodations as needed.
• In consultation with the regional managers, manage protocol considerations, ensuring cultural and diplomatic appropriateness in engagements.

Coordinate Outgoing Missions of Senior U of A Administrators

• UAlberta senior administrator missions include bilateral and multilateral meetings, networking receptions, and coordinated participation at high-profile events. The SLPC will coordinate all logistics for these outgoing missions, and will make strategic recommendations on the development of the programs and itineraries to maximize the University's impact, and to meet the preferences/requirements of all senior executives participating.
• International missions are developed as projects which start at least 6 months in advance, and require significant attention and effort within the final 2-3 months. The SLPC will need to be working on more than one of these projects simultaneously, given the number of international missions the VPIE team coordinates for senior administrators, requiring the highest levels of organization, attention to detail, and ability to prioritize tasks.
• Support the regional managers and enterprise team in the development of logistical plans for, and organization of, international trips for senior U of A administrators.
• Coordinate travel logistics, including flights, accommodations, visa requirements, and local transportation, with a constant eye towards maximizing strategic benefit for, and also accommodating the travel preferences of, senior leaders who are participating.
• Support the regional managers and enterprise team in arranging meetings and/or coordinating events to facilitate engagement with international government officials, institutional partners, and industry leaders.
• Organize scheduling, travel arrangements, activity planning, and gift arrangements for senior administrators to facilitate effective, professional engagement that advances the strategic objectives of the VPIE portfolio and the institution.
• In consultation with regional managers and enterprise team, produces professional agendas and itinerary documents to support senior administrators in hosting events and visits on campus and/or travel or conference participation off-campus.
• Facilitate U of A's presence at major industry and international conferences, in Edmonton or abroad, ensuring effective representation and engagement by:
• Coordinating logistics for senior U of A delegations attending industry and international conferences, including registration, travel, and accommodations.

• Organizing U of A-hosted events, such as networking receptions, roundtable discussions, or promotional booths at major conferences.

• Bachelor's degree in a relevant field such as international relations, business administration, or a related discipline.

• Minimum of three years of experience in event planning/coordination, international relations, industry engagement, or a related field.
• Strong organizational and project management skills, with a demonstrated ability to manage multiple priorities.
• Exceptional independence, confidence, judgement, and tact.
• Excellent diplomacy, communication and interpersonal skills, with the ability to interact effectively with senior leaders and external partners.
• Proficiency in Google Workspace and Microsoft Office suites and other relevant software for scheduling, travel coordination, and documentation.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Excellent attention to detail, with the ability to manage multiple complex tasks accurately and efficiently.
• Strong ability to proofread and ensure consistency in documentation, schedules, and logistical plans.
• Capacity to identify and correct errors proactively, ensuring high-quality outputs in all engagement activities.
• Strong problem-solving skills and ability to work under pressure in a fast-paced environment.

Preferred Qualifications

• Experience in a post-secondary, business development, or large institutional environment.
• Familiarity with international engagement and global partnership development.
• Experience in coordinating large-scale events or conferences.
• Knowledge of protocol and cultural considerations in international relations.
• Fluency in additional languages is an asset.

Application Instructions

Please submit your resume and cover letter in one document.

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.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L'Université de l'Alberta s'engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.