Department Coordinator

University of Alberta; Edmonton; On-site; CAD 51,000 - 71,000; Full time

Job summary

The University of Alberta is seeking a Department Coordinator to provide essential administrative support within the Faculty of Rehabilitation Medicine. This full-time role involves coordinating schedules, managing confidential materials, and liaising with various stakeholders to maintain effective department operations. Candidates should have a Bachelor's degree and extensive experience in a demanding academic environment.

Benefits

Comprehensive benefits package

Qualifications

• 3 to 5 years of professional administrative support experience required.
• Experienced in dealing with confidential matters with professionalism.
• Proficient with MS Office applications and various computer technologies.

Responsibilities

• Provides comprehensive executive and administrative support to the Chair and Associate Chair.
• Manages calendars, schedules meetings, and assists with documentation.
• Acts as a resource person to staff, students, and visitors.

Skills

Organizational skills

Interpersonal skills

Communication

Time management

Education

Bachelor degree

Tools

MS Office

PeopleSoft

Google Applications

Job description

Join to apply for the Department Coordinator role at University of Alberta

6 days ago Be among the first 25 applicants

Join to apply for the Department Coordinator role at University of Alberta

Get AI-powered advice on this job and more exclusive features.

• Administrative / Financial / Research Support

• Apps
• Careers
• Administrative / Financial / Research Support
• Department Coordinator
  
  

Department Coordinator

Competition 2372

Apply

Department Faculty of Rehabilitation Medicine - Occupational Therapy

Salary range $51,821.52 to $70,382.74

Hours per week 35

Grade 8

Posted date June 4, 2025

Closing date June 17, 2025

Position Type Full Time - Operating Funded

Description

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

This position offers a comprehensive benefits package.

Location - This role is in-person 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 Department of Occupational Therapy

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.

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 Faculty General Manager, Manager of Administrative Services, 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

• Manages and coordinators calendars, including prioritizing appointments, coordinating meetings and tracking various commitments, events, deadlines, and other activities as required
• Assists with workflow, time management and file management
• Works independently with drafting/editing letters and formatting reports
• Schedules meetings between the Chair and all academic staff to discuss expectations, assignments, and course resourcing, and assists with documentation of workload calculations
• Creates and maintains spreadsheets and/or databases. Prepares standard and adhoc reports for the area
• Schedules business travel arrangements, booking flights, accommodations, and itinerary planning, prepares and processes expense claims
• Assists with reconciling p-cards and other departmental expenses
• Maintains inventory of swag, gift cards, stationary, and other departmental materials
• Designs and develops customized reports for specific needs
• Assists with data and metrics coordination and reporting
• Assists with preparation of reports on faculty metrics for quality control reviews
• Assists with accreditation:
• Ensures that the accreditation requirements, instructions, and standards are being followed and our current systems are updated; any changes are communicated to AD and Associate Chair.
• Manages the departmental collection of accreditation materials
• Manages timelines and ensures interested parties are aware of expectations
• Participates in accreditation meetings
• Tracks and analyzes EDI data for program initiatives
  

Department Governance

• Organizes various regular and ad hoc Department-related meetings; anticipates and prepares supporting materials
• 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
• Assists the Chair with the recruitment of faculty to various Department committees and ensures voting procedures are followed
  
  

Strategic Resource

• Manages the flow of operations/administrative information and data to the Department Chair. Ensures information is accurate and timely for decision making
• Contributes professional and administrative expertise to the development of plans, objectives, solutions, policies and procedures of the Department
• Assists the Department Chair with planning[MOU4] . Ensures the integration of planning with Faculty, College, and university priorities.
• 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
• Analyzes department needs and works with the Chair to frame requests to the faculty office.
  
  

Relationship Manager / Liaison

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

Qualifications

• Bachelor degree required
• 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
• Minimum of 3 years of experience dealing with confidential matters with professionalism and sensitivity
• Demonstrated high standard of professionalism and proven ability to build and maintain strong collaborative working relationships
• Superior interpersonal skills and verbal / written communication skills to deal effectively with a varied and diverse client base at all organizational levels
• Superior proactive organizational and time management skills with demonstrated problem-solving and multi-tasking abilities
• Strong working knowledge of relevant UAPPOL policies, procedures, and best practice.
• 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
• Demonstrated proficiency in the following behavioral competencies: Team Work; Adaptability;
• Attention to Detail; Communication; and relationship building skills
• Able to manage and prioritize diverse responsibilities
• Demonstrated initiative within scope of responsibilities.
  
  

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.

Apply

Note: This opportunity will be available until midnight June 17, 2025, Edmonton, Alberta local time.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

Referrals increase your chances of interviewing at University of Alberta by 2x

Get notified about new Department Coordinator jobs in Edmonton, Alberta, Canada.

Multi Clinic Call Coordinator/ Medical Office Assistant - Capilano

Edmonton, Alberta, Canada CA$52,100.00-CA$57,500.00 1 day ago

Administrative Assistant (0.5 FTE) -Benevolence Care Centre

Sturgeon County, Alberta, Canada 4 days ago

Edmonton, Alberta, Canada CA$85,000.00-CA$90,000.00 6 days ago

Fort Saskatchewan, Alberta, Canada CA$25.00-CA$27.00 5 days ago

Spruce Grove, Alberta, Canada 1 month ago

We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.