Academic Programs Coordinator

University of Alberta View all jobs

  • Edmonton, AB
  • Permanent
  • Full-time
  • 2 hours ago
Job Category: Administrative SupportJob Description: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 at North Campus Edmonton.The position provides academic and administrative support to the Faculty, with responsibilities divided between Academic, Curriculum & Faculty Administrative Operations and Practice Skills Academic Program Administration.The role supports the development and delivery of curriculum processes, and academic governance by coordinating administrative, documentation, and communication activities. It also provides effecitive support in the academic delivery of the Practice Skills Labs. The position works closely with academic staff, instructors, facilitators, students, and Faculty leadership, enabling regulated and instructional staff to focus on their core responsibilities.Responsibilities:Curriculum & Faculty Administrative Operations - 60%Provides academic and administrative support with a program-level emphasis on curriculum, academic governance, and student progression, supporting Faculty leadership and academic committees.
  • For curriculum changes, works with University Governance processes to ensure that changes navigate the appropriate processes. Act as a conduit between Faculty and Governance and vice-versa.
  • Co-creates and maintains spreadsheets and databases related to curriculum, courses, and academic programs; prepares standard and ad-hoc reports.
  • Provides leadership in maintaining process workflows, specifies required implementation activities and timelines, and collaborates with the PharmD Program Director to define and revise processes to adapt to new or changing services provisions.
  • Leads administrative support related to curriculum and academic program operations, including curriculum processes, documentation, and approvals. Responsible for updating tools, policies, and various curriculum related processes. Responsible for version control of documents and tools relating to curriculum governance processes.
  • Organizes and supports curriculum-related and academic governance meetings (e.g., Curriculum Committee), including agendas, minutes, action tracking, and materials distribution.
  • Provides additional support to support the PharmD Program Director and the delivery of the PharmD program.
Practice Skills Administration - 40%Provides lab-specific administrative and coordination support for Practice Skills Labs and academic programs, enabling technical staff to focus on regulated and instructional support.
  • Coordinates the recruitment, hiring, and onboarding of ~75-100+ Lab Facilitators annually for Fall/Winter semesters.
  • Coordinates the scheduling of Lab Facilitators and managing schedule changes throughout the year.
  • Serves as the administrative point of contact for Lab Facilitators and visitors regarding lab schedules, materials, and logistical requirements.
  • Provides backup support for additional administrative duties that support the delivery of the Practice Skills Labs and the Practice Skills Leadership Team
Qualifications:Education & Experience
  • Bachelor's degree, a combination of education and experience will be considered
  • Two to four years of related administrative experience in an academic/post-secondary setting.
  • Experience working within an academic post-secondary setting, preferably in a faculty
  • Experience supporting academic programs, curriculum processes, or academic governance structures.
  • Experience coordinating meetings, and administrative processes involving multiple stakeholders.
  • Knowledge of the Faculty of Pharmacy and Pharmaceutical Sciences, its programs, policies, and procedures is preferred.
  • Prior experience working directly with academic administrators or students in a post-secondary setting is preferred.
Skills
  • Strong organizational and time-management skills, with the ability to manage multiple priorities and competing deadlines.
  • Excellent written and verbal communication skills, including the ability to prepare clear correspondence, agendas, minutes, and reports.
  • Demonstrated ability to coordinate logistics, and timelines across diverse groups.
  • Strong attention to detail and accuracy, particularly when working with academic records, and documentation.
  • Ability to exercise judgment, discretion, and professionalism when handling confidential or sensitive information.
  • Strong interpersonal skills and the ability to work effectively with faculty, staff, students, and external contacts.
  • Ability to work independently while also contributing effectively as part of a team.
Knowledge
  • Working knowledge of academic program operations, curriculum processes, and academic governance structures in a post-secondary environment.
  • Knowledge of student lifecycle processes, including course scheduling, registration, and academic progression.
  • Familiarity with learning management systems (e.g., Canvas) and administrative systems used in an academic environment.
  • Proficiency with standard office software, including word processing, spreadsheets, databases, and electronic filing systems.
  • Understanding of University policies, procedures, and confidentiality requirements related to academic administration.
Application InstructionsClick "Apply Now" to submit your resume and cover letter as ONE (1) pdf document.In the cover letter, address the following statement: "The Faculty of Pharmacy and Pharmaceutical Sciences is committed to a transparent and people-centred environment that upholds its mission, vision, and values." Please ensure that your cover letter includes how you would support this 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 a .About Us: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. .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.About the Team: The offers one of Canada's top-ranked PharmD programs, along with a suite of postgraduate opportunities. Serving approximately 650 students annually, the faculty integrates research, teaching, and clinical practice to prepare future pharmacists and pharmaceutical scientists for leadership in healthcare and drug development.

University of Alberta