Program Coordinator Office, admin and business : University of Alberta · Edmonton · Closes Tue, Nov 10

Alberta; Edmonton; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

The University of Alberta’s Kule Folklore Centre seeks a Program Coordinator to lead day-to-day operations, coordinate research projects, manage budgets, and support community engagement and events at North Campus in Edmonton.

Reporting to the Director, you will handle financial management, administration, grant support, donor communications, and strategic planning to advance Access, Community and Belonging commitments.

Qualifications

• Bachelor’s degree required, preferably in Arts or Social Sciences.
• Experience in universities, research archives, museums, libraries, heritage organizations, or cultural institutions is expected.
• Experience with financial reporting, budget management, HR administration, and fiscal planning is required.
• Experience supporting and coordinating research or educational project planning and implementation is required.
• Experience planning and coordinating events, conferences, workshops, and public programming is preferred.

Responsibilities

• Coordinate, track, and support research projects from initiation to completion with Centre staff.
• Assist with grant applications, proposal documentation, and reporting deadlines.
• Assist with ethics applications and renewals; coordinate communication with funding agencies.
• Assist in editing publications and tracking project progress for timely completion.

Education

Bachelor’s degree in Arts or Social Sciences

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

Reporting to the Director of the Kule Folklore Centre, the Program Coordinator will lead day-to-day office operations in support of the Kule Folklore Centre. This position provides project coordination, community engagement, office administration, research communication, record-keeping, financial management, and research and events support. In all facets of this role, this position endeavours to integrate and advance the University's commitments to Access, Community, and Belonging (ACB).

Research Coordination

• Coordinate, track, and support research projects from initiation to completion, working closely with Bohdan Medwidsky Ukrainian Folklore Archive staff to support the coordination of research activities.
• Assist with preparing and submitting grant applications, gathering proposal documentation, and tracking reporting obligations and deadlines.
• Assist with ethics applications and renewals,
• Coordinate communication with funding agencies and research partners.
• Assist in editing and proofreading academic and semi-academic publications for the Centre.
• Track research and other projects to facilitate successful and timely progress and completion.

Financial Management

• Assist the Director in preparation of budgets and business plans for presentation to the Board.
• Prepares and allocates the operating and endowment budgets in accordance with University policies. This includes processing, monitoring, reconciling, and reporting all financial activities for the Centre, including purchasing, travel claim expenses, and credit card reconciliations.
• With the Finance Partner, develops, monitors and maintains financial status reports, research project finances, and financial forecasts. This includes monitoring potential financial risks and providing initial recommendations and analyses for short- and long-term budget planning across all programs and projects.
• Monitors and reports on the status of endowment accounts, tracking the spending allocation. This includes tracking donations and ensuring that accounts are established as necessary and that the funds are utilized in accordance with donor requirements and applicable University policies.
• Negotiates and authorizes contracts for goods and services related to events and operations of the institute.

Administration

• Manages the day-to-day operations, serves as a primary point of contact, handles record management and oversees/monitors allotted expenditure budgets, travel arrangement/claims, purchasing, and equipment budgets.
• Handles office management, HR administrative documentation and processing (i.e. appointment letter/training/onboarding, eForms, PAFs, etc.), engaging with the Manager of ACE and HRP on human resource questions/administrative tasks. May participate in hiring committees to recruit casual staff or research assistants as needed.
• Maintains contact databases and rolls out electronic and physical mailers.
• Sources and manages the Centre’s website, as well as both digital and print assets, including production of newsletters, brochures, annual reports, event posters, and mailouts for the Centre.
• Supports and serves as scribe to the Centre’s boards and committees.
• In collaboration with the Director, coordinates student awards, supports the Kule Postdoctoral Program, and manages special projects and on-site setup of exhibits and catalogues.

Strategic Planning

• Supports the Director on strategic planning objectives for the Centre.
• In consultation with the Director, prepares an annual plan for projects and events.
• Assists in developing and implementing a research communication plan (both short- and long-term) for the Centre, making use of a full range of traditional and social media in order to increase interest and project a favourable image for the Kule Folklore Centre.
• Assists the Director with Donor stewardship, supports community outreach, and collaborates with the team on strategic plans to advance community interests, including community sponsorships of programs.
• Communicates with donors on the Director's behalf and coordinates meetings and events.

Event Planning

• Develops budgets and project plans for events.
• Manages all scheduled and special events, including coordinating staff and volunteers.
• Negotiates and authorizes vendor contracts to meet each event's needs, adhering to University policies.
• Assists in the preparation of grant applications and other funding requests related to events.
• Coordinates all event planning, including catering, logistics, event preparation, setup, decor, and other related duties.

• Bachelor’s degree, preferably in an Arts or Social Sciences-related discipline.
• A minimum of 2 years of experience working at universities, research archives, museums, libraries, heritage organizations, or cultural institutions.
• A minimum of 2 years of experience in financial reporting, budget management, human resources administration, and fiscal planning is required.
• Experience supporting and coordinating research or educational project/program planning and implementation is required.
• Experience in planning and coordinating events, conferences, workshops, and public programming.
• Ability to navigate complex governance structures and competing priorities.
• Strong attention to detail and commitment to accuracy.
• Demonstrated ability to prioritize work effectively and manage multiple deadlines in a fast-paced environment.
• Working knowledge of the U of A administrative structure, policies, procedures, and issues is an asset.
• Knowledge of the Ukrainian language is an 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.