Faculty and Academic Programs Administrator

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

This position has a term length of 18 months and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - This role is in person. Work primarily takes place 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 First Peoples of Canada, whose presence continues to enrich our vibrant community.

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 Faculty of Kinesiology, Sport, and Recreation

The Faculty of Kinesiology, Sport, and Recreation at the University of Alberta is renowned for our dedication to excellence in teaching, research, and community engagement. Our diverse academic offerings include four robust undergraduate programs, four dynamic graduate programs, and four specialized graduate certificate programs.

Our dedicated faculty members explore a wide range of perspectives, including biomechanical, historical, neuromotor, pedagogical, philosophical, physiological, psychological, and sociocultural dimensions of human movement, physical activity, recreation, and exercise.

Position Summary

The Faculty and Academic Programs Administrator will play a pivotal role in supporting the efficient functioning of our Faculty. Reporting to the Faculty General Manager, this position provides administrative assistance to various aspects of Faculty operations, including student services and graduate certificate programs.

In this role, you will assist the Faculty General Manager in various administrative processes related to HR, IT, finance, and facility management. You will guide Faculty members in navigating Central Services Hubs and facilitate their access to essential services. Managing calendars, travel arrangements, and expense claims for senior management will also be part of your responsibilities.

Furthermore, you will assist in the administration of the KSR practicum/in-field learning program, which involves coordinating volunteer placements for undergraduate students as required for their degree programs.

Given the dynamic nature of this role, you will need to anticipate daily fluctuations in activities. It's important to note that this position requires full-time on-campus presence.

We are seeking a dedicated and organized individual who can efficiently support our Faculty's administrative needs and contribute to the overall success of our academic programs.

Duties

• Faculty Administrative Duties
  • Serve as the primary point of contact for the Office of the Dean.
  • Manage logistics for Faculty-wide meetings and KSR Leadership team calendars and meetings.
  • Assist with room bookings and support the Dean’s Executive Assistant when needed.
  • Oversee KSR mailrooms, including printer access, supplies, mail sorting, and confidential material shredding.
  • Assist with IT equipment procurement.
  • Coordinate travel arrangements and provide event management support.
  • Assist with basic HR and Financial administrative tasks.
  • Other duties as required.
• Practicum/In-Field Learning Administrative Support
  • Guide students on the placement process, manage recruitment modules, and ensure accurate placement information.
  • Process placement requests for external agencies and track relevant forms and feedback.
  • Manage the KSR CampusBRIDGE recruitment module and placement processing.
  • Provide administrative support to the Experiential Learning Lead, including arranging site visits at partner organizations.
  • Maintain student records with placement information, and track other partner/student information as required.

Qualifications

• Post-secondary degree is preferred; post-secondary certification in administration or equivalent is required.
• 3 years of administrative experience, preferably in a post-secondary setting.
• Ability to work independently while functioning in a larger team setting, collaborating with staff and faculty members.
• Must possess the ability to shift priorities and work under the direction of multiple Area Leads, often under strict deadlines.
• Exceptional Customer Service skills, strong commitment to professionalism, and demonstrated ability to maintain confidentiality with sensitive information required.
• Must be well organized and a proactive self-starter.
• Proven ability in past roles to demonstrate exceptional attention to detail.
• Proficiency in Microsoft Office and Google Suites.
• Ability to troubleshoot and provide general technical support for hybrid meeting setups.
• Proficiency in the use of Campus Solutions, EDRMS/Alfresco, and CampusBRIDGE (Orbis Platform) is an asset.
• Knowledge of the academic policies and procedures of both the Faculty and The University of Alberta, including FOIP, is an asset.