This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.
Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at Enterprise Square.
Working within the AVP Office - Shared Services and reporting to the Executive Coordinator, the Program Coordinator provides integrated coordination and confidential administrative support across critical Shared Services functions. The role is responsible for the end-to-end administration of the institution's volunteer program—including intake, onboarding, reporting, and maintenance of criminal records checks—as well as coordinating the unit's learning management and onboarding programs. This position also assists the Executive Coordinator with managing leadership calendars, preparing briefing materials, and tracking confidential documentation.
The Program Coordinator operates in a highly confidential capacity in direct support of the Associate Vice-President and Shared Services leadership team, providing coordination and operational support related to contingency planning, issue management, workforce readiness, and organizational response activities. The position is regularly involved in sensitive human resources, operational, and labour relations initiatives, including non-union staff compensation planning, compensation disclosure, audit support, workforce reporting, executive communications, and preparation of leadership materials, resulting in access to confidential organizational, compensation, employee, and workforce planning information not available to bargaining unit employees. The role also supports management decision-making processes related to operational changes, organizational priorities, and employee-related matters, requiring a high degree of discretion and alignment with institutional leadership interests. Due to the incumbent’s exposure to confidential HR and labour relations–adjacent information, participation in management planning processes, and involvement in matters that may directly impact unionized employees, the position presents an inherent conflict of interest with bargaining unit membership and is therefore appropriately designated as excluded.
Shared Services is a close-knit community of smart, approachable people who collaborate, exchange knowledge and identify solutions. Our team of experts problem-solves by collaborating with Centres of Expertise (centres providing strategic expertise and specialized services in specific functional areas), faculty and staff in order to see the whole end-to-end process and find a solution that works for the entire community. We provide advice, guidance and leadership in process, quality and accuracy.
Shared Services is a highly educated, integrated team that provides service excellence in delivering and innovating the diverse catalogue of services we are responsible for. Ultimately, we create a human, positive experience when it comes to problem-solving.
The staff who are joining Shared Services can expect to feel empowered in the service they provide and look to grow their careers with critical thinking, relationship building and ongoing learning opportunities.
Volunteer Program Management
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Coordinate the institutional volunteer program, including day-to-day administration, screening workflows, and records maintenance.
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Verify and coordinate required volunteer screening documentation, including Vulnerable Sector Checks as required.
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Serve as the primary functional contact for program inquiries, system troubleshooting, and consistent service delivery standards.
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Liaise with internal stakeholders to monitor trends, resolve issues, and recommend practical process or system improvements.
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Produce metrics and reports to support data integrity and compliance with institutional records and privacy requirements.
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Support training and orientation for users or stakeholders related to volunteer program processes and systems.
Compliance/Administrative Coordination
Assist the Executive Coordinator with:
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AVP/Director calendars, including scheduling, prioritization, and logistics for complex meeting requirements as required.
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Coordination of internal and external meetings, prepare agendas, and track follow-up action items to completion.
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Coordination of annual compensation disclosure, non-union salary notifications, audit reporting and privacy requests.
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Organization of events and learning sessions.
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Organize and maintain highly confidential documentation, briefing materials, and decision-support records.
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Support leadership with contingency planning, operational continuity, and risk documentation.
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Exercise high levels of discretion in handling sensitive labor relations, organizational, and financial information.
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Maintain standard operating procedures, templates, and trackers to support unit consistency and continuity.
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Coordinate the end-to-end onboarding program for the unit, including the preparation of materials/guides and resources, ensuring a consistent and welcoming experience for all new hires.
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Track and report on onboarding completion, gathering feedback to identify opportunities for continuous program improvement.
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Support for projects as assigned.
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Other duties as assigned.
Confidential Strategic and Operational Leadership Support
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Supports the Associate Vice-President office and Shared Services leadership team in a highly confidential capacity related to operational readiness, contingency planning, issue management, and organizational response activities.
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Coordinates and tracks sensitive operational and workforce-related issues, including documentation, escalation management, and response coordination.
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Supports cyclical and ad hoc human resources initiatives, including non-union compensation planning, compensation disclosure activities, workforce reporting, and audit preparation and support.
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Prepares and coordinates executive-facing materials, leadership communications, presentations, workflow documentation, and process improvement initiatives.
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Provides support on organizational and operational matters that may impact staffing, workforce planning, service delivery, and employee-related decisions.
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Maintains access to confidential organizational, compensation, employee, and workforce planning information not available to bargaining unit employees.
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Exercises a high degree of discretion, judgment, and confidentiality while supporting leadership decision-making and institutional priorities.
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Participates in management planning processes and operational discussions involving sensitive employee and labour relations–adjacent matters.
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Supports leadership in identifying operational risks, coordinating response activities, and maintaining organizational continuity.
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Operates in a position of trust that requires alignment with management interests and creates an inherent conflict of interest with bargaining unit membership due to exposure to confidential HR and organizational information.
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Diploma or degree in human resources, business administration, public administration, or a related field.
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An equivalent combination of education and directly related experience may be considered.
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Minimum 3-5 years of progressively responsible experience in program coordination, administrative coordination within a highly complex unionized environment.
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Demonstrated experience in coordinating processes across multiple stakeholders or departments.
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Adept at supporting a senior leader with calendar management, meeting coordination, and confidential administrative support.
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Experience working with databases, enterprise systems, or program applications, including reporting and data maintenance.
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Experience in a post-secondary, public sector, Shared Services is an asset.
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Strong organizational and coordination skills with the ability to manage multiple priorities and deadlines.
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Demonstrated ability to handle confidential and sensitive information with discretion.
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Clear, concise, and organized written and verbal communication skills, with the ability to adapt messaging for diverse audiences.
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Ability to prepare accurate and audience-appropriate correspondence, guides, process documentation, briefing materials, and stakeholder communications.
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Ability to work independently within established procedures while knowing when to escalate issues.
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Service-oriented approach with a commitment to consistency, responsiveness, and continuous improvement.
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Detail oriented and exercises sound judgment and discretion in maintaining confidential information, accurate records, and reliable data to support effective HR service delivery.
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Strong interpersonal skills and ability to work effectively with stakeholders at all levels of the organization.
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Proficiency with Google Suite and/or Microsoft Office.
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Knowledge of records handling, and privacy expectations in a public institution environment.
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Demonstrated knowledge of electronic file management systems and the application of standardized naming conventions, folder hierarchies, and version control protocols to ensure the findability, security, and lifecycle management of large volumes of confidential data.
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Interest in Change Management is an asset.
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Preference will be given to candidates with French language proficiency.
Application Instructions
Click "Apply Now" to submit your resume and cover letter.
This position is excluded from the bargaining unit.
In accordance with the Handbook of Employment for Management and Professional Staff (Excluded), this position has a comprehensive benefits package and an annual salary which will be commensurate with qualifications.
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.
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.
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 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.
