Team Lead, Administrative Services

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 hybrid with a mix of remote and in-person work. Work primarily takes place at North Campus Edmonton.

Reporting to the Faculty General Manager the Team Lead Administrative Services provides operational leadership for the Executive and Administrative Services function within the Deans Office. The incumbent is a working leader responsible for a portfolio supporting the Faculty General Manager Associate Deans and Faculty Operations while providing direct supervision to the Executive Assistant to the Dean and Vice-Dean and the Administrative Coordinator (HR/Finance).

The position coordinates executive and administrative services across leadership portfolios establishes priorities allocates work and ensures consistent responsible and high-quality service delivery in the Deans Office. The Team Lead establishes and maintains administrative practices service standards quality assurance processes and business continuity measures including cross-training and documentation of key administrative functions.

Working collaboratively with the Dean Faculty General Manager Associate Deans academic leaders faculty and staff the Team Lead ensures administrative systems processes and resources effectively support the Facultys academic research and operational priorities.

As a key member of the Facultys administrative team the Team Lead exercises sound judgment
discretion and initiative in managing complex and sensitive matters resolving operational issues
balancing competing priorities and supporting effective decision-making within the Office of the Dean.

Leadership of Executive and Administrative Services

• Provides operational leadership for Executive and Administrative Services within the Deans Office ensuring effective consistent and responsive service delivery.
• Provides advice and operational guidance on University human resource financial and administrative processes resolving complex issues and ensuring alignment with University policies collective agreements and Faculty procedures.
• Provides direct supervision coaching mentoring and professional development for the Executive Assistant to the Dean and Vice-Dean and the Administrative Coordinator (HR/Finance).
• Addresses day-to-day performance matters and escalates performance concerns to the Faculty General Manager as appropriate.
• Establishes team priorities allocates work balances workloads and monitors service delivery to ensure administrative responsibilities are completed accurately and within required timelines.
• Develops and monitors administrative service standards and quality assurance practices.
• Supports recruitment onboarding orientation training and employee development in collaboration with the Faculty General Manager and in accordance with University policies and procedures.
• Establishes cross-training documentation and backup practices to support business continuity during absences vacancies and periods of increased workload.
• Promotes effective communication collaboration and knowledge sharing within the administrative team and across Faculty functional areas.

Executive Coordination and Operational Support

• Provides executive and operational support to the Faculty General Manager Associate Deans and Faculty Operations ensuring effective coordination of operational priorities and strategic initiatives.
• Coordinates confidential correspondence reports briefing materials presentations meetings projects and operational initiatives involving internal and external stakeholders.
• Coordinates executive meetings including scheduling agendas supporting documentation minutes action items and follow-up.
• Coordinates operational projects and cross-functional initiatives involving multiple stakeholders ensuring timelines deliverables and implementation activities are effectively managed.
• Exercises sound judgment and discretion in managing confidential and sensitive human resource financial governance and operational information.
• Leads operational administration for the Deans Office including facilities space office access office moves technology equipment photocopiers shared resources office supplies promotional materials and related operational services.
• Acts as a key administrative liaison with University service units including Shared Services Facilities Protective Services and IST as well as external vendors and service providers.
• Coordinates administrative and operational requirements associated with Faculty events meetings workshops visiting speakers external visitors and other Faculty activities.
• Provides hands-on operational support as required to ensure continuity of service and effective delivery of administrative operations.

Cross-Portfolio Coordination

• Coordinates executive and administrative services across leadership portfolios to ensure consistent efficient and responsive service delivery.
• Develops implementation plans establishes priorities resolves competing demands and coordinates administrative resources to support Faculty initiatives and operational requirements.
• Collaborates with Faculty leadership to anticipate administrative requirements identify operational impacts and coordinate implementation of new initiatives.
• Identifies opportunities to improve coordination streamline administrative processes eliminate duplication and strengthen administrative practices across leadership portfolios.
• Identifies and supports appropriate use of technology and administrative systems to improve workflows information sharing and service delivery.

Governance Quality Assurance and Continuous Improvement

• Coordinates governance activities committee administration and associated documentation as assigned ensuring accuracy timeliness and compliance with University and Faculty requirements.
• Develops documents implements and maintains administrative procedures templates standard operating procedures and best practices to support consistent and efficient service delivery.
• Establishes monitors and evaluates administrative processes and service standards to promote quality assurance operational effectiveness and continuous improvement.
• Maintains shared administrative resources and documentation to support organizational knowledge cross-training and continuity of operations.
• Identifies service gaps and opportunities for process improvement and recommends and implements appropriate solutions within the scope of the position.

Projects and Operational Initiatives

• Plans coordinates and implements special projects and operational initiatives in support of Faculty priorities including Faculty events speaker series and other special activities.
• Develops project plans implementation strategies timelines and administrative work plans to support successful project delivery.
• Coordinates activities and stakeholders monitors project progress and ensures required follow-up and deliverables are completed.
• Identifies project risks and operational issues resolves matters within the scope of the position and escalates significant issues to the Faculty General Manager as appropriate.

• Minimum 2-year diploma in Business Human Resources Administration or a related discipline. An undergraduate degree in those fields is preferred. An equivalent combination of education and progressively responsible experience may be considered.
• 3 years of progressively responsible administrative operational and leadership experience preferably within a complex post-secondary or similar environment.
• Demonstrated experience coordinating administrative operations establishing priorities and managing multiple competing demands.
• Excellent interpersonal communication and relationship-building skills with demonstrated ability to establish collaborative working relationships across diverse stakeholder groups.
• Strong organizational analytical and problem-solving skills with the ability to manage multiple competing priorities while maintaining accuracy responsiveness and a high standard of service.
• Demonstrated ability to lead process improvement implement operational change and develop effective administrative practices procedures and workflows.
• Demonstrated ability to quickly learn interpret and apply policies procedures collective agreements systems and business processes.
• Demonstrated ability to exercise discretion diplomacy initiative and sound judgment when managing complex confidential or sensitive matters.
• Ability to work independently determine priorities and make operational decisions within the scope and authority of the position escalating significant matters appropriately.
• Demonstrated commitment to collaboration knowledge sharing cross-training and continuity of administrative services.
• Advanced proficiency with Microsoft 365 Google Workspace and administrative information systems.
• Knowledge of University of Alberta systems - administrative human resource and financial processes is an asset.

Application Instructions

Click Apply Now to submit your resume and cover your cover letter please indicate how you will contribute to our culture.

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 acomprehensive benefits package.