Strategic Infrastructure Coordinator Jobs

This competition is restricted to internal applicants of the University of Alberta. Please indicate your internal status using the "Advertisement" drop down menu when applying.

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

This position has a term length of 2 years and offers a comprehensive benefits package which can be viewed on our Benefits Overview page .

Location - North Campus Edmonton. This role is in-person.

Working for the University of Alberta

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 First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Position

The Strategic Infrastructure Coordinator, under the guidance of the Head of Strategic Infrastructure Planning & Engagement will assist in the capture, collection and collation of data and best practices that will be used to support the creation of master planning and domino planning studies, cost/benefit analyses, viability and feasibility studies, sequencing and critical path scenario planning.

This role will assist planning and implementing engagement with Colleges and Faculties, collecting and collating data, and writing draft reports, briefings, memos and process maps for new processes, engagement strategies, operational planning, and eventually the updating of new space policies and procedures.

Duties

• Content and initiative tracking for upcoming meetings, while being aware of timeline constraints and the implications when an item is moved to another date, having knowledge and understanding of the strategic planning process and ensuring items have been resolved and when they will be removed from the initiatives list.
• Gathers and receives feedback from subject matter experts, within Facilities & Operations, as directed by the Head of Strategic Infrastructure.
• Visioning and planning for key initiatives, as directed;
• Helps draft review and update UAPPOL space policies and procedures, as directed.
• Assists with:
• Preparing and assembling meeting packages that will be attached to the meeting invitation.
• Works diligently with team members within the department to coordinate the collection of information, and researches topics and benchmarking standards, as requested.
• Creates draft plans for the roll out of committee initiatives, such as arranging training and access to software, floorplans, database information, etc.
• Gathers feedback and drafts summaries of data analyses that will be shared with committee members.
• Working closely with the Secretariat Chair and Vice Chair to plan agenda topics, speaking notes, research summaries, content for presentations and gathers and prepares background materials from F&O resources.
• Preparing action summaries, and providing follow-up as necessary, that informs next steps for the Secretariat’s work plan.
• Familiarity with a variety of editing style guides
• Creates templates for College and Faculty information collection for various initiatives, such as inventory reviews.
• Demonstrated ability to work in a team environment and establish positive working relationships
• Writing of planning proposals and reporting summaries to reflect progress, outcomes, findings, recommendations for internal and executive review, as directed;
• Ability to create effective presentations, reports, briefing notes, and other business communication tools
• Coordinating the development of the annual schedule for each committee pertaining to the scope, initiatives and meeting rhythm needs, and communicating the meeting rhythm to the Executive Coordinator to book the meetings.
• Updating the Terms of Reference for each committee as required.
• Following up with presenters for outstanding material and preparedness status.
• The researching, written-drafting, editing, and review of strategic documents, and drafts institution-wide policies and procedures for strategic infrastructure management.
• Ability to lead projects and new initiatives
• Assists in the:
• Proactively identifying potential issues with committees and committee meetings, including issues with attendees, presentations, agenda management, etc., and presenting possible solutions to those issues.
• Helps coordinate updates to the Strategic Planning components of the UA website.
• Minimum 2 years’ experience in a position requiring the management of multiple tasks and priorities, as well as the writing and delivery of presentations, reports, and communiques
• The Strategic Infrastructure Coordinator will provide content coordination support to the Secretariat for the facilities optimization committees. The responsibilities will include:
• Undergraduate degree in business, information management, architecture, interior design or related field
• Collects updates from the Secretariat Chair and Vice Chair and writes draft speaking notes for review.
• Ability to work productively with a high degree of autonomy, and minimal supervision, take direction, elicit input from others, and provide information
• Excellent written and verbal communication
• Flexibility in approach and demeanor to adapt to shifting demands of evolving circumstances
• Excellent interpersonal, organizational, and time management skills; ability to focus and meet deadlines
• Attention to detail and accuracy, with demonstrated ability to create high-quality documents and presentations
• Development of scope and content for Facility Optimization space policy and change initiatives that will include but are not limited to draft memos, briefing notes, project briefing packages, presentations, summaries, etc.
• Researches specific topics for committee initiatives and writes summaries of findings.
• Capable of determining best methods to communicate a message that is effective, clear and concise
• Moderate to high level computing skills using Google Suite, MS Office, Adobe Creative Suite or other graphics tools