Job Description

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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.
This position is excluded from the bargaining unit.
In accordance with the , this position has a comprehensive and an annual salary which will be commensurate with qualifications.
Location - This role is hybrid with a mix of remote and in-person work at North Campus and Enterprise Square, Edmonton.
Position Summary
Thriving organizations are built on people. The Human Resources, Health Safety and Environment (HRHSE) portfolio is composed of exceptional people creating a people focused culture to support the institution's vision.
We are committed to questioning the status quo, driving excellence, and leading with purpose. We lead with purpose in creating a workplace culture that supports the institution in strengthening its core teaching, research, community engagement, and student enrichment experience.
HRHSE is a values-based portfolio; we incorporate our values of caring, integrity, accountability, and respect in everything we do. Our employees are committed to living our values and are grounded in the conviction that leadership should be demonstrated, encouraged and supported at all levels of the institution.
In HRHSE, we are made up of five teams that are responsible for providing the highest quality services to our campus community; Total Rewards, Organizational Development & Talent Management, Health, Safety & Environment, Employee & Labour Relations and HR Service Partnerships.
Join our practical, results-driven, energized, and engaged team and see firsthand how we live our values, drive change and lead with purpose!
Responsibilities:
Time, priority, and office management

• Based on a thorough understanding of the priorities and the issues of the portfolio, manages calendars and schedules meetings and appointments accordingly.
• Works proactively to ensure that any and all supporting information is gathered and that the AVP and HRHSE leadership team are well prepared for meetings and appointments.
• Arranges follow-up on specific action items and tasks associated with the business of HRHSE.
• Drafts and edits a variety of confidential and sensitive correspondence, reports, tables, agreements, and templates.
• Responsible for records management, including the creation of new files when projects/initiatives are started, as well as the requesting of and contribution to current files.
• Responsible for other administrative duties such as answering inquiries, handling, logging, and distributing incoming mail, making hospitality and travel arrangements, HRHSE space and supply management, and general office management.
• Performs various confidential searches in the Human Capital Management database.
• Plays a leadership role in the broader administrative team across HRHSE, ensuring alignment on key priorities, dissemination of information and best practices, and creating opportunities for greater collaboration and efficiency.

Governance support

• With input from subject matter experts and in collaboration with the VP, USOF office, initiates and tracks drafts of briefing notes and other governance documents and ensures appropriate reviews and approvals are completed prior to accurate, timely submission.
• Coordinates with key stakeholders to ensure the HRHSE leadership team is prepared for all leadership and governance meetings with appropriate documents, speaking notes, and related information.
• Records and tracks action items arising from leadership and governance meetings to ensure appropriate follow-up.

Budgeting, finance, and reporting

• Assists with budget preparation, forecasting, tracking, and reporting
• Prepares travel and expense claims in the Financial and eTRAC database.
• Assists with Alberta Protection of Privacy Act (POPA) requests.
• Assists with annual Uniforum reporting and follow-up.

HRHSE brand and communications

• With input from the HRHSE leadership team, monitors and reviews all HRHSE communications tools, including all webpages, to ensure currency and accuracy, following up with subject matter experts and communication partners to ensure updates occur in a timely manner.
• Coordinates internal communications to the broader HRHSE team, including regular newsletters, updates, and town halls.
• Represents the HRHSE department and/or the AVP office on various committees and groups, including building operations committees.

Strategic objectives

• Coordinates annual tracking of HRHSE strategic objectives and related project documents.
• Assists with strategic planning activities for the leadership team.
• Supports HRHSE input into USOF and university-wide strategic objectives, including submission, tracking, and reporting as required.

Event management

• Coordinates HRHSE departmental events such as town halls, including booking rooms, arranging catering and ensuring distribution of meeting materials.
• Contributes to and supports HRHSE employee experience events and activities in collaboration with relevant HRHSE employee committees.

Qualifications:

• High School Diploma with significant directly related professional experience, or Diploma or Degree in Human Resources, business administration, or a related discipline combined with a minimum of 5 years directly related experience
• Experience working in a large, complex and unionized environment, preferably in a post-secondary institution
• Demonstrated political acuity, professionalism, and discretion, and can be trusted with sensitive, highly confidential information
• Exceptional organizational and multi-tasking ability
• Well developed leadership and teamwork skills
• Excellent written and verbal communication skills
• Ability to track and monitor budget and financial activities
• Strong MSOffice and Google Suite technical skills
• Familiarity with the University of Alberta, its governing system, and academic programs and collective agreements would be beneficial. The job requires an individual who pays close attention to detail and one with exceptional interpersonal skills.

Application Instructions
Click "Apply Now" to submit your cover letter and resume.
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, Metis, 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, Metis 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'Universite de l'Alberta s'engage a creer une communaute universitaire ou chaque personne se sent valorisee, ou les obstacles a la reussite sont elimines et ou des connexions enrichissantes peuvent se developper. Nous accueillons les demandes de toutes les personnes qualifiees. Nous encourageons les femmes; Premieres nations, Metis et Inuits; membres des groupes minoritaires visibles; personnes handicapees; personnes ayant une orientation sexuelle ou une identite et une expression sexospecifique; et tous ceux qui peuvent contribuer a la diversification des idees et a l'universite a postuler.
About the Team:
The provides the operational foundation that supports the University of Alberta's academic and research mission. This role leads the delivery of integrated services that foster a thriving, high-performing university environment.
The Vice-President oversees the development and management of campus infrastructure, secure and sustainable IT systems, strategic human resources, financial stewardship, and procurement services. The portfolio emphasizes service excellence, operational efficiency, and continuous improvement to meet institutional goals.
Key departments reporting to this portfolio include the University Initiatives Office; Campus Services; Asset Management and Operations; Utilities; Integrated Asset Management; Finance, Planning and Procurement; Human Resources, Health, Safety and Environment; Shared Services; Information Services and Technology; Internal Audit and Enterprise Risk Management; Infrastructure Planning, Development and Partnerships; and Supply Management Services.

Skills Required