Faculty Administrator Education and teaching: University of Alberta · Edmonton

This competition is open to all applicants; however, internal applicants will be given priority consideration based on minimum qualifications, or a combination of experience, skills, and abilities before external applicants are considered.

Location - The role is in person with potential for hybrid arrangements. Work primarily takes place at North Campus, Edmonton.

The Faculty of Rehabilitation Medicine (FRM) provides academic training in rehabilitation science, physical therapy, occupational therapy and speech-language pathology. We deliver our programs across three campuses located in Edmonton, Camrose, and Calgary. Our researchers lead their field in areas such as spinal cord injury, mental health, robotics, and language development. The FRM is seeking an experienced professional to fill the role of Faculty Administrator.

Reporting to the Faculty General Manager (FGM), the Faculty Administrator (FA) facilitates the effective and efficient operations of the Dean’s Office and supports administrative activities throughout the Faculty. The key areas of responsibility include: executive support to the Dean; Dean’s office admin coordination; administrative team lead; and governance coordination.

The Faculty Administrator is the first point of contact for the Dean. The incumbent must be a consummate professional whose communication skills support and develop relationships that foster the performance and reputation of the Faculty. The Faculty Administrator is the direct and primary support to the Dean, requiring someone who is forward-thinking and can anticipate and support the Dean’s activities through calendar management, materials preparation, and appropriate issue escalation.

The Faculty Administrator is the team lead for a number of administrative positions within the faculty. As team lead, the FA meets regularly with the Department Administrators to facilitate best practices; communicate policy changes; encourage knowledge sharing; coordinate training; and manage vacation coverage. The FA works with the Department Administrators to identify and rectify process gaps and coordinate continuous improvement of administrative and governance practices within the faculty. The FA directly supervises the Faculty Administrative Assistant and the EA to the Vice Dean to ensure effective executive support and the administrative functions managed through the Dean’s office (events and facilities management, purchasing, room scheduling, etc.).

The Faculty Administrator manages the administration of the faculty’s governance by administering committee representation selection; ensuring terms of reference are current and accessible; and coordinating the flow of materials through university governance. The FA is also responsible for the administration of several faculty-level committees by preparing agendas, materials, meeting schedules, minutes and action items.

Executive Support to the Dean

• Provides comprehensive administrative and clerical support to the Dean, including scheduling, prioritization of appointments, information management, preparation and/or proofing of reports and communication pieces.
• Contributes professional and administrative expertise to the development of plans, objectives, solutions, policies and procedures of the Faculty.
• Acts as the main contact for all inquiries and communications to the Dean.
• Briefs the Dean on urgent and high-priority matters.
• Liaises with various areas of the University and external partners and agencies, including the federal and provincial government, regarding the broad range of clinical service, research, education issues and public events.
• Arranges travel for the Dean, guests and senior management.
• Manages delegation of the Dean's signing authority in the Dean's absences.
• Organizes events and related logistics for the Dean and faculty.
• Oversees the governance and approval processes for the Dean's activities.

Administrative Team Lead

• Serves as a communication link between the faculty and department office to foster inclusive and transparent collaboration.
• Leads regular meetings with department administrators and administrative staff to drive shared practices and cross-team knowledge sharing.
• Directly supervise administrative staff, coordinate operational coverage and leave schedules, and oversee ongoing training and development across faculty support roles.
• Partner with senior leadership to resolve process gaps, streamline governance practices, and ensure staff awareness and compliance with updated policies.
• Serve as the central subject matter resource on faculty administrative matters while coordinating daily support functions across department offices.

Governance Coordination and Faculty Communication

• Coordinates the flow and management of governa