Administrative Coordinator

Cencora | Pharma solutions; Edmonton; On-site; CAD 50,000 - 69,000; Full time

Job summary

A leading company in health research is seeking an Administrative Coordinator to provide executive and operational support. This hybrid role requires strong organizational and communication skills, extensive experience, and a commitment to maintaining confidentiality. Join us to support women's and children's health research initiatives at the University of Alberta.

Qualifications

• 8 years of progressive experience in administrative roles.
• Ability to work independently and make decisions.
• Knowledge of U of A and AHS policies is a plus.

Responsibilities

• Provide executive support to WCHRI leadership and manage correspondence.
• Facilitate HR functions including onboarding and offboarding.
• Oversee office procedures and ensure efficient operations.

Skills

Organizational Skills

Interpersonal Skills

Communication Skills

Problem-Solving Skills

Education

Post-secondary education in business, communications, health administration

Tools

Microsoft Office Suite

Google Suite

Zoom

Job description

Department Faculty of Medicine & Dentistry - Women and Children's Health Research Institute

Salary range $50,837.16 to $68,637.60

Hours per week 35

Grade 7

Posted date

Closing date August 4, 2025

Position Type Full Time - Trust Funded

Description

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

This position has a term length of 1 year plus 1 day and offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and majority in-person work at North Campus, Edmonton.

Working at 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 FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

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.

Working for the Women and Children’s Health Research Institute

The Women and Children’s Health Research Institute (WCHRI) was founded in 2006 as a partnership between the University of Alberta and Alberta Health Services, with core funding from the Stollery Children’s Hospital Foundation (SCHF) and the Alberta Women’s Health Foundation (AWHF). Through the generous contributions of both foundations, WCHRI has been able to support the research excellence, training and development activities of investigators from a wide range of clinical and academic disciplines, all focusing their efforts on improving health outcomes for women and children in our province. WCHRI is the only research institute in Canada—and one of the few in the world—to focus on women’s and children’s health, including perinatal health. The Institute is considered to be a national authority and leader in women’s and children’s health issues. The scope and complexity of WCHRI is extensive, supporting over 400 members from 13 faculties and three colleges across the University of Alberta.

Position Summary

Reporting to the Program & Operations Manager, the Administrative Coordinator is a multifaceted role within a large, complex research institute, which combines executive and operational support. Key responsibilities span executive assistance to WCHRI leadership, HR initiation and onboarding role, and comprehensive office administration.

Duties

• Provide high-level executive support to the WCHRI ED, including comprehensive meeting and calendar coordination for various boards and committees with senior partners, managing correspondence, prioritizing requests, and handling all travel logistics.
• Facilitate diverse HR functions, from initiating contracts and managing documentation for a range of positions to supporting onboarding, offboarding, and maintaining personnel records; ensuring adherence to WCHRI and U of A HR Standard Operating Procedures.
• Oversee comprehensive administrative operations, including office procedures, document management, mail, access control, and supporting hazard and emergency planning, ensuring efficient and secure office functionality.
• Manage all aspects of WCHRI equipment, including procurement, inventory management, lifecycle planning, and overseeing telephone and teleconferencing systems.
• Coordinate logistics for both virtual and in-person events, supporting various meetings, staff social gatherings, and managing travel and arrangements for key external participants.
• Act as a central point of contact for staff, addressing minor concerns, escalating larger issues, and providing general support in collaboration with relevant university units.

Minimum Qualifications

• Post-secondary education in business, communications, health administration, social sciences, information management or other related field. An equivalent combination of education and experience may be considered
• Minimum 8 years of progressive experience
• Proficiency in Microsoft Office Suite and Google Suite
• Superior organizational, interpersonal and communication skills (oral and written)
• Ability to work in a fast-paced, constantly evolving environment
• Ability to work independently, with minimal oversight; comfortable making decisions
• Demonstrate ability to apply and adhere to strict confidentiality guidelines, FOIPP, records management protocols, and all relevant university policies
• Excellent organizational and time management skills along with established problem-solving skills, accuracy and attention to detail
• Ability to work in a team environment
• A commitment to client service with a positive and professional approach

Preferred Qualifications

• A good working knowledge of U of A and AHS policies and procedures would be an asset
• Competent knowledge of Zoom is an asset

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 inclusivity 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 ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l'université à postuler.

Note: This opportunity will be available until midnight August 4, 2025, Edmonton, Alberta local time.