Clinical Services Administrative Coordinator

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

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 minimal 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.
• A commitment to the University's Indigenous initiatives, and a demonstrated understanding of the importance of practices to ensure access, foster community connections and increase belonging.

Application Instructions

Please include both a cover letter and resume as a single document in PDF format. Both a cover letter and resume are required to apply for this position and will be used to assess writing skills, including grammar, proofreading, and formatting.

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.