Academic Services Administrator

Department Faculty of Rehabilitation Medicine - Rehabilitation Medicine Salary range $51,821.52 to $70,382.74 Hours per week 35 Grade 8 Posted date June 6, 2024 Closing date June 20, 2024 Position Type Full Time - Operating Funded This position is a part of the Non-Academic Staff Association (NASA). This position has a term length of three years from the date of hire and offers a comprehensive benefits package which can be viewed on our Benefits Overview page . Location - Work primarily takes place at North Campus, Edmonton. This role is hybrid with a mix of remote and in-person. 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. 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 more than 14,000 faculty and staff, over 40,000 students and 260,000 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 . Working for the Department The University of Alberta is home to North America’s only freestanding Faculty of Rehabilitation Medicine. We provide academic training in Rehabilitation Science, Physical Therapy, Occupational Therapy and Speech-Language Pathology. Our researchers lead their field in areas such as spinal cord injury, mental health, robotics, language development, and the impacts of COVID-19. Position The Academic Services Administrator will work under the general direction of the Manager, Academic Services, and will provide a service orientation to the departments, programs, and students that the Academic Services team serves. The primary responsibilities of the Academic Services Administrator will fall under two categories, academic administration and clinical education administration, including admissions, awards, recruitment, placement administration, and database administration. The Academic Services Administrator will also work closely with the Manager, Academic Services, on special projects as needed. Duties Program Operations:

• Acts as additional support for the Academic Services team during high volume times with tasks such as application reviews, exam administration, placement administration, and general program delivery
• Maintains and creates accurate records related to the professional and research programs
• Designs and develops customized reports for specific needs, including standard and ad-hoc reports for programs
• Acts as main contact and administrator for teaching evaluations
• Manages the generic unit email inbox
• Maintains area/program records. Establishes, maintains, or updates files and ensures file retention schedules are followed.

International Clinical Placements:

• Maintain positive working relationships with international clinical sites
• Initiate, maintain, and follow up on international placement/exchange agreements between the University and international clinical sites
• Work with students with registration issues for clinical/fieldwork courses (using both HSPnet and Campus Solutions)
• Maintain student placement records, including liaising with the College of Health Sciences Placement team to ensure clinical requirements are met prior to the start of placements
• Manage the associated HSPnet administration for clinical courses, including inputting placement offers and managing correspondence for placement confirmations.

Awards:

• Oversees the administration of the Faculty awards process (both internal and through GPS)
• Acts as central point of contact for the Academic Advisors and the Departments to ensure that deadlines are met, criteria are understood and upheld, and that the terms of each award are followed
• Advises the Departments and programs on upcoming competitions and prepares correspondence to students related to possible awards

Communications:

• Drafts and/or generates routine communications. Gathers information from office records and other resources to drafts emails, memos, and other documents for supervisor review
• Maintains the website; creating new web pages when required, and updates information and/or data within the content management system
• Potential to represent the Faculty at recruitment events and engage with potential students, providing information on the programs and admission requirements

Minimum Qualifications

• Bachelor’s degree; equivalent combination of education and experience will be considered
• 2-3 years of administrative experience, preferably in a post-secondary environment
• Computer proficiency in MS Office applications (Word, Excel, PowerPoint, Publisher, Gmail, and Google apps) and the internet
• Ability to effectively organize priorities, manage time, problem solve, and work independently and as part of a team
• Excellent communication skills (oral and written) and interpersonal skills to foster and maintain effective relationships with faculty, staff, students, and external partners as well as engage prospective students

Preferred Qualifications

• Experience in a post-secondary environment, particularly admissions and/or graduate program advisory services and support, an asset.
• Experience with university- specific systems (Campus Solutions, HSPnet, learning management system, Cascade) an asset.

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. The University of Alberta is committed to an equitable, diverse, and inclusive workforce. 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. Note: This opportunity will be available until midnight June 20, 2024, Edmonton, Alberta local time.

In your application, please refer to myScience.org and reference  JobID 2900159 .