Faculty Administrator

University of Alberta; Edmonton; Hybrid; CAD 65,000 - 90,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

The University of Alberta invites applications for a Faculty Administrator in the Faculty of Rehabilitation Medicine. The role supports the Dean with executive tasks, coordinates the Dean’s office, and leads a team of administrative staff across multiple campuses in Edmonton, with governance responsibilities and shifts in response to university policies.

As a senior administrator, you will manage calendar management, prepare materials, and escalate issues appropriately, while maintaining

Qualifications

• A diploma in a business-related field is required.
• An undergraduate degree is strongly preferred.
• Equivalent combinations of education and experience will be considered.
• Minimum 3 years of experience in a post-secondary environment providing executive-level support.
• Proficiency with Microsoft Office, Google apps, and Zoom.

Responsibilities

• Provide executive support to the Dean and assist the Dean’s office with admin coordination.
• Lead the administrative team and oversee governance coordination.
• Coordinate governance processes, agenda planning, minutes, and meeting materials.
• Arrange travel, events, and related logistics for the Dean and senior management.
• Coordinate staff training, development, and coverage; ensure policy updates are communicated.
• Collaborate with HR and centralized units on policy and governance issues.

Skills

Executive support

Governance coordination

Communication

Project management

HR policies knowledge

Discretion and diplomacy

Staff supervision

Organizational skills

Education

Diploma in business-related field

Undergraduate degree preferred

Tools

Microsoft Office

Google applications

Zoom

SupplyNet

Finance and HR systems

Website CMS

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.

Location - The role is in person with potential for hybrid arrangements. Work primarily takes place at North Campus, Edmonton.

The Faculty of Rehabilitation Medicine (FRM) provides academic training in rehabilitation science, physical therapy, occupational therapy and speech-language pathology. We deliver our programs across three campuses located in Edmonton, Camrose, and Calgary. Our researchers lead their field in areas such as spinal cord injury, mental health, robotics, and language development. The FRM is seeking an experienced professional to fill the role of Faculty Administrator.

Reporting to the Faculty General Manager (FGM), the Faculty Administrator (FA) facilitates the effective and efficient operations of the Dean’s Office and supports administrative activities throughout the Faculty. The key areas of responsibility include: executive support to the Dean; Dean’s office admin coordination; administrative team lead; and governance coordination.

The Faculty Administrator is the first point of contact for the Dean. The incumbent must be a consummate professional whose communication skills support and develop relationships that foster the performance and reputation of the Faculty. The Faculty Administrator is the direct and primary support to the Dean, requiring someone who is forward-thinking and can anticipate and support the Dean’s activities through calendar management, materials preparation, and appropriate issue escalation.

The Faculty Administrator is the team lead for a number of administrative positions within the faculty. As team lead, the FA meets regularly with the Department Administrators to facilitate best practices; communicate policy changes; encourage knowledge sharing; coordinate training; and manage vacation coverage. The FA works with the Department Administrators to identify and rectify process gaps and coordinate continuous improvement of administrative and governance practices within the faculty. The FA directly supervises the Faculty Administrative Assistant and the EA to the Vice Dean to ensure effective executive support and the administrative functions managed through the Dean’s office (events and facilities management, purchasing, room scheduling, etc.).

The Faculty Administrator manages the administration of the faculty’s governance by administering committee representation selection; ensuring terms of reference are current and accessible; and coordinating the flow of materials through university governance. The FA is also responsible for the administration of several faculty-level committees by preparing agendas, materials, meeting schedules, minutes and action items.

Executive Support to the Dean

• Provides comprehensive administrative and clerical support to the Dean, including scheduling, prioritization of appointments, information management, preparation and/or proofing of reports and communication pieces.
• Contributes professional and administrative expertise to the development of plans, objectives, solutions, policies and procedures of the Faculty.
• Acts as the main contact for all inquiries and communications to the Dean.
• Briefs the Dean on urgent and high-priority matters.
• Liaises with various areas of the University and external partners and agencies, including the federal and provincial government, regarding the broad range of clinical service, research, education issues and public events.
• Arranges travel for the Dean, guests and senior management.
• Manages delegation of the Dean's signing authority in the Dean's absences.
• Organizes events and related logistics for the Dean and faculty.
• Oversees the governance and approval processes for the Dean's activities.

Administrative Team Lead

• Serves as a communication link between the faculty and department office to foster inclusive and transparent collaboration.
• Leads regular meetings with department administrators and administrative staff to drive shared practices and cross-team knowledge sharing.
• Directly supervise administrative staff, coordinate operational coverage and leave schedules, and oversee ongoing training and development across faculty support roles.
• Partner with senior leadership to resolve process gaps, streamline governance practices, and ensure staff awareness and compliance with updated policies.
• Serve as the central subject matter resource on faculty administrative matters while coordinating daily support functions across department offices.

Governance Coordination and Faculty Communication

• Coordinates the flow and management of governance materials moving through the Faculty and University governance channels.
• Manages meeting logistics, agenda creation, materials preparation, minute-taking, and action-item tracking for executive, council, and ad hoc leadership committees.
• Maintains governance records on the shared drive, assists in drafting Committee Terms of Reference, and manages committee memberships, elections, vacancies, and appointments.
• Acts as the Commissioner of Oaths for the faculty for credentialing and student statutory declarations.

• A diploma in a business-related field is required. An undergraduate degree is strongly preferred. Equivalent combinations of education and experience will be considered.
• A minimum of 3 years of experience working in a post-secondary environment providing executive-level support. Prior U of A experience is considered an asset.
• Advanced proficiency with Microsoft Office Suite and Google applications (email, calendar, drive, forms), and Zoom.
• Excellent communication (written and oral), organization, and problem-solving skills, with a high level of accuracy and attention to detail.
• Proactive self-starter with a proven track record of taking initiative.
• Proven discretion, tact, and diplomacy in handling confidential information with a strong commitment to professionalism.
• Demonstrated knowledge of administrative and HR policies, collective agreements and university governance at the University of Alberta is an asset.
• Experience with the use of SupplyNet, University finance and HR systems, and website content management systems is an asset.
• Proven ability to build and maintain collaborative, professional relationships across all organizational levels, with internal/external stakeholders, multidisciplinary teams, and community or patient partners.
• Strong staff supervision and people management experience—including recruitment, onboarding, performance management, and conflict resolution—preferably within a post-secondary, student-facing, or unionized environment.
• Strong operational planning and organizational skills, including the ability to manage competing priorities, peak service periods, and multiple workflows.
• Experience consulting with supervisors, HR Partners, and/or Central HR units regarding all other HR, employee relations, and labour relations issues to ensure compliance with relevant Collective Agreement, policy, and legislative requirements, as well as applying HR best practice standards.
• Experience consulting with a Faculty’s centralized HR Team to ensure all HR-related transactions comply with required processes and procedures.

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.