Department Operations & Executive Lead

University of Alberta; Edmonton; On-site; CAD 85,000 - 110,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

University of Alberta is seeking an Operations & Executive Lead to oversee departmental administration, finance, HR, and program coordination at North Campus in Edmonton. The role supervises staff, manages calendars, and ensures operational efficiency while coordinating with the Dean's office and external partners.

The position requires leading teams, budgeting input, payroll processing, and onboarding of faculty and staff, with a focus on process improvements and effective communication.

Qualifications

• Undergraduate degree required; combination of education and experience may be considered.
• Minimum 5-7 years of administrative experience in a post-secondary environment.
• Previous team lead or supervisory experience required.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage diverse groups with strong organizational skills and attention to detail.
• Proficiency with Microsoft Office, Google Workspace, AI tools, and enterprise systems (PeopleSoft HCM/Finance, Tableau, Campus Solutions).
• Ability to work independently, take initiative, and adapt to changing priorities.

Responsibilities

• Serve as the primary administrative and operational contact for departmental staff and faculty.
• Connect departmental members with the Dean's office, Centers of Expertise, and external Service Partners.
• Evaluate administrative workflows and automate tasks using AI tools.

Skills

Leadership

People management

Policy interpretation

Communication

Project management

Education

Undergraduate degree

Tools

PeopleSoft HCM/Finance

Tableau

Campus Solutions

Job description

Job Description

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. Please log in to verify your internal candidate status.

Location - This role is in-person. Work primarily takes place at North Campus, Edmonton.

The Department Operations & Executive Lead oversees the day-to-day administrative operations and support functions for the department. Reporting to the Academic Department Manager, this role manages a diverse portfolio including academic program coordination, general operations, finance, and human resources administration. While the Operations & Executive Lead provides direct supervision and holds primary accountability for these operational areas, they may delegate specific supporting tasks to administrative staff members when appropriate to ensure balanced workload distribution and operational efficiency.

Responsibilities

Department Operations & Support

• Serves as the primary administrative and operational contact for departmental staff and faculty to resolve daily issues and answer policy questions.
• Connects departmental members with the Dean's office, Centers of Expertise, and external Service Partners.
• Evaluates administrative workflows, recommends process improvements, and utilizes AI tools to automate tasks and increase efficiency.

Staff Supervision & Team Leadership

• Manages daily workloads, schedules, training, and performance reviews for direct reports.
• Coordinates cross-coverage and vacation backfill plans with other departmental leads while modeling professional workplace behaviors.
• Escalates complex employee relations or formal union grievances to the Academic Department Manager.

Financial Administration & Procurement

• Assists the Department Chair with budgeting and forecasting activities in collaboration with the Finance Partner.
• Serves as Department Approver for user access permissions and verifies fund availability before initiating transactions.
• Oversees purchasing, manages SupplyNet transactions, handles credit card reconciliations, and resolves year-end financial reconciliations.

Executive & Academic Human Resources

• Manages the Department Chair’s calendar, schedules priorities, and coordinates complex travel arrangements and expense claims.
• Coordinates administrative aspects of faculty, staff, and co-op student hiring, including drafting postings, and organizing interviews, and supporting the onboarding process.
• Submits payroll documentation and processes Academic Teaching Staff (ATS) appointments and contract renewals.

Facilities, Communication & Event Logistics

• Collaborates with the Technical Lead to manage space allocation, office moves, furniture requests, and IT/system permissions.
• Plans and executes logistics, catering, and vendor coordination for student recruitment, outreach events, and academic conferences.
• Leads internal communications and acts as the primary liaison to the Strategic Communications and Marketing partner network.

Qualifications

• Undergraduate degree required (equivalent combination of education, training and experience may be considered).
• Minimum 5-7 years working experience with significant administrative experience in a post-secondary environment.
• Previous team lead or supervisory experience is required.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated leadership skills, ability to manage and relate to diverse groups.
• Strong organizational ability, high attention to detail, and a proven ability to prioritize tasks under pressure while adapting to changing priorities and tight deadlines.
• High proficiency with Microsoft Office, Google Workspace, AI tools, and enterprise systems (PeopleSoft HCM/Finance, Tableau and Campus Solutions).
• Strong critical thinking, exercise of sound judgment, tact, discretion, and problem-solving skills when addressing staff, student, or operational concerns.
• Proven ability to work independently and take initiative.
• Ability to retain knowledge of a variety of informational resources and requirements.
• Current First Aid Certification or willingness to be certified.
• Knowledge of the University of Alberta and Faculty of Engineering policies and procedures is a strong asset.

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.

About Us

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.

LUniversité 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.

About The Team

The Faculty of Engineering is one of North America’s top engineering schools, known for innovation, collaboration, and impact. It fosters an exceptional student experience through a holistic approach that combines technical excellence with emotional intelligence. With strong community engagement, interdisciplinary research, and a commitment to societal well-being, the faculty prepares students to lead in a rapidly evolving, global engineering landscape.