Department Operations & Executive Lead

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.

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 Deans 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 Chairs 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.

• 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.

Application Instructions

Click Apply Now to submit your resume and cover letter.

This competition will be used to fill 4 positions.

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.