Administration Coordinator

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 - This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.

The Parkland Institute is hiring for an Administrative Coordinator. Reporting to the Executive Director of Parkland Institute, the Administrative Coordinator provides all day-to-day administrative support to Parkland Institute. Duties include general deposits, payables, receivables, data entry, office administration, and Parkland Institute’s primary point of contact. The position provides direct support to the Director of Parkland Institute and Associate Director for all programs, research and fund development.

Responsibilities

Administration

• Manages daily office operations and the point of contact for the Institute in a high-demand environment, establishing and maintaining administrative processes and managing the Institute’s records in alignment with university policies.
• Liaises with several areas such as HR, Finance, IST, and Advancement, and orders and tracks office supply and equipment, including supplies for large events and mail-outs.
• Enables drop-in hours for faculty and staff.
• Coordinates Board and committee meetings (including minute-taking) and manage primary email channels to respond to or triage enquiries from the public, media, and key supporters.
   

Financial Management

• Coordinates the end-to-end processing and payment of organizational expenses, vendor contracts, and staff expense claims using university administrative systems.
• Prepares donation and research fund deposits while reconciling accounts and corporate credit cards.
• Imports, cross-references, and integrates financial data from PeopleSoft, ETRAC, and Advancement systems into Parkland’s central tracking databases.
• Maintains financial reports to provide timely budget, expenditure, and donation insights to the Director.
   

Database Management

• Manages and maintains Parkland’s MS Access and NationBuilder databases and ensures seamless communication between those databases and the U of A’s administrative software.
• Supports the database and information needs of other Parkland staff members.
   

Event Planning

• Provides administrative and financial process support to annual conferences, other events and fundraising efforts, which includes managing all event planning and preparation that leads up to the event, such as registration lists, cash management, and coordinating staff and volunteers.
• Maintains and updates Parkland Institute’s display material and coordinates and staffs the display tables at events, conventions, and conferences around the province.
• Administers documentation related to volunteer recruitment, appointments, training, and orientation.
• Negotiates and authorizes contracts with vendors to meet the needs of each event, adhering to University policies while staying within the identified budget.
   

Qualifications

• Completed diploma in business/administration, with 2+ years of administrative support experience in a fast-paced environment (or similar combination of education and experience).
• Proficiency with Microsoft Office (i.e. Excel, Access, PowerPoint, and Word).
• Experience with an integrated CMS/CRM such as NationBuilder is a definite asset.
• Strong research abilities and ability to adapt to changing university policies in daily operations with minimal guidance.
• Ability to manage administrative projects, coordinate committees, and work independently under tight deadlines and high-stress conditions.
• Excellent organizational and communication skills.
• A clear understanding of Parkland Institute’s mandate and current public policy issues is an asset.

Application Instructions

Click "Apply Now" to submit your resume and cover letter

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.
 

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

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 de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.

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.