Department Coordinator Jobs

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

Location - North campus. This role is in person

Department Summary

Housed in historic Corbett Hall in Edmonton, the Department of Occupational Therapy is recognized for its strong, positive learning environment, innovative curriculum, internationally recognized researchers and award-winning professors.

The teaching of occupational therapy at the University of Alberta began in 1960, with the first occupational therapy graduate students admitted in 1986. Today, our Department is ranked as one of the top occupational therapy schools in Canada, and students have a choice of studying at either the Edmonton or Calgary campus.

The Department of Occupational Therapy, at the University of Alberta acknowledges that we are located on Treaty 6 and 7 territories, and respects the histories, languages, and cultures of First Nations, Metis, Inuit, and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

Position Summary

Reporting to the Department Chair, the Department Coordinator (DC) provides comprehensive executive and administrative support to the Chair and Associate Chair and is a strategic liaison to the Faulty General Manager, Director of Academic Services and Service Partners. The DC is expected to maintain an orderly and efficient flow of a wide variety of complex and highly confidential material, with the primary responsibility of ensuring the administrative operations of the Department are managed through the network of faculty, college, and campus level services. The DC also acts as a resource person to staff, students, and visitors, providing information and redirecting as necessary.

Duties

Executive and Administrative Support to the Chair and Associate Chair

• Schedules meetings between the Chair and all academic staff to discuss expectations and assignments for the coming year and assists with documentation of workload calculations
• Assists with workflow, time management and file management
• Manages timelines and ensures stakeholders are aware of expectations.
• Tracks and analyzes EDII data for programming initiatives
• Works independently with drafting/editing letters and formatting reports
• Schedules business travel arrangements, booking flights, accommodations, and itinerary planning, prepares and processes expense claims
• Ensures that PEAC accreditation requirements, instructions, and standards are being followed and our current systems are updated; any changes are communicated to AD and Associate Chairs.
• Assist with teaching staff planning/organizing
• Assist with preparation of reports on faculty metrics for quality control reviews
• Manages the departmental collection of accreditation materials.
• Assists with accreditation:
• Assist with Data and Metrics Coordination and Reporting
• Creates and maintains spreadsheets and/or databases. Prepares standard and ad hoc reports for the area.
• Designs and develops customized reports for specific needs
• Manages and coordinators calendars, including prioritizing appointments, coordinating meetings and tracking various commitments, events, deadlines, and other activities as required
• Participates in accreditation meetings along

Department Governance

• Prepares and circulates Department committee/council agendas and associated documents
• Records minutes of Department committee/council meetings and acts on action items stemming from meetings, as appropriate
• Organizes various regular and ad hoc Department-related meetings; anticipates and prepares supporting materials.
• Assists the Chair with the recruitment of faculty to various Department committees and ensures voting procedures are followed

Strategic Resource

• Gathers key analytics from the FGM, Director of Academic Services, and service partners to support the Department Chair in decision making
• Formulates business cases with the Department Chair in order to secure funding for programs and initiatives
• Assists the Department Chair with planning. Ensures the integration of planning with Faculty, College, and university priorities.
• Contributes professional and administrative expertise to the development of plans, objectives, solutions, policies and procedures of the Department
• Manages the flow of operations/administrative information and data to the Department Chair. Ensures information is accurate and timely for decision making.
• Analyzes unit needs and works with the Department Chair to frame requests to the faculty office

Relationship Manager / Liaison

• Liaise with Service Partners (department specific issue resolution / information requests)
• Liaise with Faculty Administrators (HR & Finance): initiate and follow-up on requests (recruitment, FEC preparation, deposits, etc.)
• Liaise with Faculty GM (faculty operations and administration)
• Maintains a productive relationship with the FGM and Faculty Office
• Develops productive relationships with Faculty Service Partners and collaborates with them to provide information and services to the Department
• Manages the flow of operations/administrative information and data to the Department Chair. Ensures information is accurate and timely for decision making
• Demonstrates inclusivity in work processes and teams. Actively seeks out and invites alternative viewpoints in planning, discussions and decision making.
• Liaise with Faculty EA (governance protocol and standards, community of practice, submit vacation requests)
• Liaise with Manager Academic Services (program specific reports and requests)
• Liaise with Faculty Administrative Assistant (request: work/maintenance orders, office supplies, key inventories, equipment requests/maintenance, phone requests, travel assistance, event support, etc.)

Supervision

• Consults with the Faculty's HR initiators to ensure all HR-related transactions comply with required U of A processes, procedures and timelines.
• In consultation with the Chair and HR Service Partner, initiates performance management conversations and addresses performance issues in a timely, appropriate, and discrete manner, ensuring compliance with the NASA Collective Agreement and HR best practice standards.
• Oversees, manages and approves (or denies) vacation and all other leave requests taking into account NASA Collective Agreement requirements as well as the Department's operational needs, blackout periods, etc.
• Consults with the Chair, HR Service Partner, and/or Central HR units regarding all other HR, employee relations, and labor relations issues to ensure compliance with relevant Collective Agreement, policy, and legislative requirements, as well as, applying HR best practice standards.
• Fosters a cohesive working environment that encourages and supports sharing of information and knowledge, excellence in customer and student service, as well as collegial and professional working relationships with all members of the Dean of Students and University communities
• In conjunction with the Chair, reviews and approves staff requests for developmental opportunities and makes recommendations for developmental courses.
• Provides guidance and direction to direct reports on the resolution of errors and issues.
• Provides ongoing coaching and guidance to ensure that staff achieve (or exceed) acceptable standards of professionalism, service delivery excellence, collaboration and cooperation, compliance with approved standard operating procedures, compliance with NASA Collective Agreement requirements, and alignment with the Department, Faculty, and/or U of A directives, initiatives, and other organizational changes.
• Provides effective and appropriate leadership and supervision to NASA support staff including training, cross-training, task assignment, performance evaluation, and performance management.
• Provides ongoing feedback on staff performance and conducts annual performance reviews in accordance with University policies, procedures and best practice standards
• Assists the Chair in the recruitment and selection of administration staff.

Qualifications

• Prior U of A supervisory experience, demonstrated working knowledge applying and complying with union collective agreement(s), HR-related policies and procedures, and HR best practice standards would be considered definite assets.
• Ability to interact knowledgeably, comfortably, positively and respectfully with diverse individuals with a broad range of credentials, abilities, and literacy/language levels.
• Excellent verbal, written and interpersonal communication skills with superior attention to detail and superior level of accuracy.
• Demonstrated ability to develop and maintain positive, professional, collaborative working relationships with both internal / external clients and stakeholders at all organizational levels.
• Computer proficiency in CS (PeopleSoft), MS Office, knowledge of website creation/maintenance, staying current with PeopleSoft and other software electronic records, databases, communication, and online learning management systems; intermediate or higher skills with Microsoft Suite, Google applications.
• Strong working knowledge of University of Alberta policies, processes, faculties and services including: Proven advanced-user level knowledge, skills, and abilities working effectively / efficiently with a wide variety of computer technologies and programs including: MS Office applications (Word, PowerPoint, and Excel); Google Applications, Google suite (Gmail, Google Calendar, Google Drive, Google Forms); Zoom/video conferencing, website maintenance, PeopleSoft (Campus Solutions), knowledge of Adobe
• Ability to apply and adhere to strict confidentiality guidelines, FOIPP, records management protocols, and all relevant UAPPOL and University regulations.
• Reporting, Report Writing skills and abilities
• Financial related skills and abilities
• 3 to 5 years of proven HR-related skills and employer perspective supervisory experience in hiring, supervising, mentoring, developing, and effectively managing the performance of a diverse team within a large, demanding, and complex unionized workplace, is required.
• Bachelor degree required with a minimum of 3 to 5 years directly related experience successfully performing professional administrative support and operational advice in a fast-paced, demanding academic office environment in a post-secondary administrative setting is preferred. Equivalent combinations of related education and experience may be considered. This position is located in Edmonton, Alberta.
• Ability to work independently and as a team to build and maintain professional working relationships as a collaborative team member and positive representative of the unit and the Faculty of Rehabilitation Medicine.
• Strong analytical and organizational skills
• Understanding of graduate programs and processes, familiarity with university services.
• Excellent time management skills with the proven ability to manage and prioritize multiple tasks and competing deadlines in a very demanding, fast-past environment while maintaining superior accuracy.
• Demonstrated proficiency in the following behavioral competencies: Team Work; Adaptability; Attention to Detail; Communication; and relationship building skills
• Completes required training and professional development required to keep up with changing demands of job: keeping current with University, Faculty of Rehabilitation Medicine policies.