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 Enterprise Square, Edmonton.
The Executive Coordinator (EC) to the Associate Vice President (AVP) of Shared Services (ShS) plays a pivotal role in providing high-level administrative and operational support to the Shared Services portfolio.
We are seeking a professional, highly experienced Executive Coordinator to support the AVP, ShS in a dynamic and fast-paced environment. Reporting directly to the AVP, the EC provides comprehensive coordination, tactical support, and advice to the AVP and the Director, HR Services, other senior leaders (Director, Finance Services, and Director, Service Delivery & Client Experience) and extended leadership as required. This role demands a proactive, highly organized, and diplomatic individual with exceptional communication, leadership, and problem-solving skills, with the ability to manage the day to day of the unit’s requirements, oversee key programs and contribute to the overall strategy of the unit for its administrative growth.
The EC must maintain the confidentiality and integrity of the AVP's office, ensure the seamless operations of the unit, and foster strong relationships with internal and external clients. The role involves leading and mentoring administrative roles to ensure the smooth running of day-to-day operations, contributing to the success of strategic initiatives.
In all facets of this role, the incumbent will endeavor to advance the University’s commitments to indigeneity, equity, diversity and inclusivity priorities. The incumbent will understand, fulfill, and promote the strategic plans and will demonstrate the values of Shared Services that contribute to the overall goals of the University Services, Operations and Finance (USOF) portfolio.
Responsibilities
Executive Support:
- Manage and organize the AVP's email, calendar, and scheduling, ensuring long-term planning for recurring events, committee meetings, and strategic time blocking.
- Anticipate and prepare for meetings and events, ensuring all necessary briefing materials are ready in advance.
- Liaise with internal and external counterparts to coordinate meeting times and schedules, adjusting as needed to accommodate emerging priorities.
- Assist in tracking project milestones, timelines, and deliverables, ensuring effective communication and collaboration across the administrative and Sr Leadership team.
- Act as a trusted advisor in sensitive matters, offering recommendations and insights to facilitate the successful implementation of initiatives.
Communication & Correspondence:
- Receive (and/or research), prioritize, and prepare correspondence, memos, letters, reports, presentations, agendas, meeting materials, and minutes, often dealing with confidential information.
- Research and draft Executive and disclosure documents; proofread and edit documents before final distribution.
- Provide recommendations on various issues, serving as a trusted sounding board for the AVP.
- Management of the AVP’s and Director, HR Services calendars and commitments utilizing a direct and proactive approach to optimize time management strategies.
Committee & Board Support:
- Coordinate committee meetings, including preparing materials, managing processes, and ensuring accurate reporting to various Board Committees.
- Track, monitor, and manage portfolio projects, ensuring timely and effective decision-making and follow-up.
Administrative Team Leadership:
- Lead, supervise, and mentor the administrative team to ensure the unit's smooth daily operations, fostering a collaborative and high-performance environment.
- Demonstrate strong leadership skills by driving a culture of excellence, accountability, and continuous improvement within the team.
- Oversee hiring, coaching, and professional development of direct team members, ensuring their alignment with unit objectives.
Financial & Operational Oversight:
- Act as the unit representative for internal financial activities, including tracking and monitoring financial transactions.
- Manage space requirements, meeting room bookings, and interactions with third-party vendors, ensuring smooth operational support for the unit.
- Manage equipment for the unit, including evergreening scheduling.
- Maintain and update web content for the portfolio website as required.
Professionalism & Confidentiality:
- Maintain the highest level of professionalism and confidentiality regarding all portfolio activities and interactions.
Qualifications
Education & Experience:
- Office Administration Certificate with 7+ years of senior executive level support experience preferred.
- High School Diploma with equivalent combinations of education and 10+ years of experience may be considered.
- Proven experience supporting strategic initiatives in a large, complex, and unionized environment, preferably within a post-secondary institution.
Skills & Competencies:
- Exceptional organizational, multi-tasking, and problem-solving skills.
- Strong leadership skills with experience in leading and developing high-performing administrative teams.
- Excellent written and verbal communication skills, with a demonstrated ability to draft and edit high-level documents.
- Proven track record of applying high-level critical thinking and decision-making in a fast-paced, high-volume environment.
- Demonstrated ability to manage large strategic HR projects, ensuring successful implementation and execution.
- Strong MS Office and Google Suite skills.
- Demonstrated competencies in leadership, professionalism, results orientation, organizational understanding, teamwork, and adaptability.
Asset Skills & Experience:
- Experience with PeopleSoft HCM/Financials, Googlesuite and Adobe Acrobat Pro.
- Ability to update web content as needed.
- Knowledge of the University of Alberta or a similar post-secondary institution.
- Bilingual in French and English (written and spoken) is an asset.
Why Join Us?
This is an exciting opportunity to support a dynamic senior leadership team in a diverse, challenging, and fast-paced environment. As the Executive Coordinator to the AVP, ShS, you will play a critical role in supporting the AVP's office and leading a dedicated administrative team on initiatives critical to the units operations. If you are a detail-oriented professional who thrives in high-pressure situations, enjoys problem-solving, and leading a team in a department where change is seen as progress and initiative is valued, we would love to hear from you!
Application Instructions
Click "Apply Now" to submit your resume and cover letter
In accordance with the Handbook of Terms and Conditions of Employment for Non-Union Employees, this position has a comprehensive benefits package and an annual salary which will be commensurate with qualifications.
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.
Shared Services is a close-knit community of smart, approachable people who collaborate, exchange knowledge and identify solutions. Our team of experts problem-solves by collaborating with Centres of Expertise (centres providing strategic expertise and specialized services in specific functional areas), faculty and staff in order to see the whole end-to-end process and find a solution that works for the entire community. We provide advice, guidance and leadership in process, quality and accuracy.
Shared Services is a highly educated, integrated team that provides service excellence in delivering and innovating the diverse catalogue of services we are responsible for. Ultimately, we create a human, positive experience when it comes to problem-solving.
The staff who are joining Shared Services can expect to feel empowered in the service they provide and look to grow their careers with critical thinking, relationship building and ongoing learning opportunities.
