Program 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 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.
• Assists in the preparation of grant applications and other funding requests related to events.

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 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 ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l'université à postuler.