Executive Coordinator

ABOUT THE STUDENTS' UNION

The University of Alberta Students' Union (UASU) is the official student-run organization for undergraduates at the University of Alberta. We aim to improve the undergraduate student experience through the services, events and spaces that we provide.  We also advocate on behalf of students within the university community, and to all levels of government.

WHAT WE OFFER

• Comprehensive health, dental & vision benefits for you and your family.
• Life & disability insurance.
• Generous and flexible vacation benefits and other leave.
• An open, supportive, collaborative and innovative organization — we thrive on the great ideas of our team.
• The opportunity to make a difference by working at a not-for-profit organization.
• An annual Wellness Spending Account to better your life outside of work.
• Additional training & professional development opportunities.
  

ABOUT UASU GOVERNANCE

The UASU's Governance department supports various bodies, representatives and officers in their overall fulfillment and execution of governance activities for the UASU and related student representative entities. The department advises, educates, empowers and provides administrative support to the UASU executive and senior leadership, Students' Council, various governance committees, the elections office, student representative associations, the members and officers of these governance groups, representative students-at-large, and other relevant entities.

OVERVIEW OF THE POSITION

The Executive Coordinator is responsible for maintaining the calendars, creating bookings and providing administrative support for the Governance Department and the Executive Team. The Executive Coordinator is responsible for ensuring the completion of specific duties and tasks that are essential for the day-to-day operations of the Governance Department and the Executive Team. 

Duties and Responsibilities 

• Act as a key administrative support resource for the Governance and Executive offices. 
• Schedule meetings and provide calendar and meeting support for the UASU Executives, senior leadership and the Governance department through interacting with a variety of stakeholders. 
• Ensure Executives are aware of upcoming deadlines relevant to their positions as listed in UASU bylaws and regulations.
• Ensure that queries raised with the Executives and Governance Department are promptly and effectively handled and adequately answered, or forwarded to the responsible party, and ensure that any followup is provided in a timely manner. 
• Receive incoming telephone calls and in-person and email inquiries and provide direction and any other assistance as required.
• Provide support to the front desk administration of UASU offices during high impact times and on an as-needed basis. 
• Coordinate bookings of space, equipment and other services, as required. 
• Assist with on-going maintenance of Governance Department records which include, but are not limited to, department documentation, Google Drive management, datasheet creation and other materials, as needed. 
• Draft documents, such as agendas, transcripts, meeting minutes and action items.
• Provide support for Executive, Council, and SRA transition and ongoing meetings. 
• Attend department relevant meetings. 
• Assist in the development of budgets, reports, research and planning activities.
• Perform other work-related duties and projects as assigned.
  

Qualifications

• Post-secondary education in a relevant field of study or equivalent experience.
• Strong organizational and administrative skills.
• Strong interpersonal skills.
• Strong verbal and written communication skills.
• Strong creative thinking and problem solving skills.
• Demonstrated ability to prioritize between multiple responsibilities. 
• Ability to interact effectively with colleagues, students, and the general public
• Ability to work in a highly collaborative environment. 
• Ability to work in office and in a hybrid environment. 

Preferred Skills

• Awareness of, or experience with, the Students' Union, the University of Alberta, or similar organizations
• Familiarity with the operation of Apple products and Google applications
• Experience writing reports and other corporate documents

Working Conditions

• Number of hours worked per week may vary, with an average of 37.5 hours expected
• Willingness and ability to work varying hours as needed, including some evenings and weekends
• Work is primarily in-person on the University of Alberta campus. Hybrid work may be possible to accommodate.

Applications for this position will be accepted until Monday, December 1st at 11:59 P.M.