Operations Coordinator

• Contributes to AbSPORU's communications portfolio to increase awareness of, understanding of, and engagement with AbSPORU services and programming across internal and external audiences, including support for ongoing partner stewardship and relationship maintenance through communications and outreach activities.
• Contributes to developing and maintaining clear, consistent communications content that highlights AbSPORU's services, initiatives, achievements, and impact.
• Collaborates with Unit teams and external partners to gather information, develop content, and support coordinated messaging.
• Coordinates assigned communications channels, including internal and external newsletters and social media, ensuring timely, accurate, and on-brand content.
• Supports promotion of services, events, training, and outreach activities through integrated communications planning and execution.
• Supports multimedia communications activities (e.g., basic graphic design, web updates), including analytics, monitoring, and reporting on reach and engagement.
• Supports tracking and reporting of Unit-related publications, research outputs, and funded awards associated with AbSPORU-supported work and activities.
• Other duties as required

• Provides operational, financial, and administrative support across AbSPORU, including direct support to the Executive Director, Scientific Director, and Research Administration Lead.
• Establishes and maintains effective working relationships with Unit staff and partners to support day-to-day coordination and operations.
• Monitors the central AbSPORU email mailbox and responds to or routes inquiries as appropriate.
• Coordinates meetings and provides logistical support for the Central Operations Team, including scheduling, agendas, virtual meeting links, room bookings, catering, etc. May also support logistics for Unit-wide virtual and in-person events-such as meetings, staff gatherings, and the annual AbSPORU conference-and assist with travel arrangements for participants.
• Supports AbSPORU Executive Committee and Advisory Committee meetings, including scheduling, preparation of materials, minute-taking, distribution of follow-up documentation, and record-keeping.
• Provides day-to-day financial administration support, including corporate card reconciliations, purchase orders, invoicing, bill payments, expense claims, and tracking of equipment, supplies and orders for the Central Operations Team (including the Scientific Director).
• Assists with accounts receivable monitoring and responds to routine billing and payment inquiries in coordination with established financial processes.
• Supports travel planning and expense reimbursements in accordance with institutional policies.
• Maintains accurate and well-organized paper and electronic filing systems to support financial and operational administration, including effective records management, retrieval, and continuous process improvement.
• Assists with preparation of reports for operational, governance, funder, evaluation, and impact-reporting purposes.
• May support administrative preparation and submission of grant applications, as required.
• Contributes to monitoring AbSPORU's client management system to support service completion tracking, billing and accounts receivable processes, and the tracking and reporting of client-related metrics.
• Provides additional administrative support to the Executive Director, Scientific Director, and Research Administration Lead as required, and undertakes other administrative duties as appropriate.

• Minimum post-secondary diploma or degree in office administration, communications, marketing, or a related field (or an equivalent combination of education and experience), with 3-5 years of relevant experience in research administration and/or communications, or 5+ years of office administration experience with demonstrated communications responsibilities, preferably in an academic, research, health, or public-sector environment.
• Experience providing administrative and operational support in a complex, team-based environment.
• Experience supporting communications activities, including content creation, social media management, and use of social media management tools; demonstrated interest in communications and outreach.
• Proficiency in basic graphic design and document layout (e.g., Canva and/or Adobe Creative Suite); experience with web management tools and analytics (e.g., WordPress, Google Analytics) is an asset.
• Demonstrated experience coordinating meetings, conferences, and events (virtual and/or in person), including preparation of materials and accurate meeting minutes.
• Strong written and oral communication skills, with excellent interpersonal skills and the ability to work effectively with diverse stakeholders.
• High degree of accuracy, attention to detail, organization, and time-management skills, with the ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Office, Google Workspace, and enterprise or administrative systems (e.g., PeopleSoft, TAMIS, or similar), and ability to learn new systems quickly.
• Basic AI literacy (e.g., familiarity with tools such as ChatGPT or similar) and openness to using digital tools to support administrative and communications workflows.
• Ability to work independently and collaboratively within a distributed team environment.
• Demonstrated professionalism and discretion, including the ability to handle confidential information appropriately.
• Knowledge of University of Alberta policies and procedures is an asset.
• Knowledge of the Alberta SPOR SUPPORT Unit (AbSPORU) is an asset.

University of Alberta