Job Description

Department

Faculty of Rehabilitation Medicine - Rehabilitation Medicine

Salary range

$68,101 to $113,509

Posted date

August 7, 2025

Closing date

August 21, 2025

Position Type

Full Time - Operating Funded

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 part of the Association of the Academic Staff of the University of Alberta (AASUA).


In accordance with the Administrative and Professional Officer Agreement, this position has a comprehensive benefits package and an annual salary range of $68,101 to $113,509.

Location

- This role is hybrid with a mix of remote and in-person work at North Campus Edmonton.

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, Metis, 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 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. Learn more.

Working for the Faculty of Rehabilitation Medicine

The Faculty of Rehabilitation Medicine creates knowledge, inspires learning, and advances the practice of rehabilitation to enhance health and participation. The Faculty has three accredited professional programs (Occupational Therapy, Physical Therapy, and Speech Language Pathology) as well as a vibrant continuing professional education portfolio, Rehabilitation Science programs, and numerous institutes. The faculty operates satellite campuses for the professional programs in Camrose and Calgary. Currently the faculty has approximately 70 faculty and academic teaching staff and approximately 1,000 graduate students.

Position Summary

The Faculty of Rehabilitation Medicine is seeking an experienced professional to fill the role of Manager, Administrative Services. Reporting to the Faculty General Manager, the position is responsible for the management of several key functions and a diverse administrative team within the faculty and supports the operations of the faculty based on an understanding of the faculty mission and academic leadership's needs. As a senior expert, the Manager, Administrative Services will play a key role in ensuring management of efficient/effective administrative and human resource activities within the faculty. Direct Reports: 2 HR Operations Assistants, 1 Financial Operations Administrator, 2 Satellite Administrative Coordinators, and 1 Learning Technology Specialist. In all facets, the Manager endeavors to integrate and advance the University's commitments to equity, diversity and inclusivity.

Duties

Faculty Operations


The Manager, Administrative Services supports a wide variety of operational activities within the faculty including:

Support annual strategic and operational planning activities; works with FGM/faculty leadership on specific projects and initiatives as required Provides various monthly or quarterly reports as required by the FGM Develops, revises, and implements processes and procedures to enhance operational effectiveness and efficiencyContributes to the development of a comprehensive accountability framework and appropriate controls within the faculty Faculty Uniforum Coordinator: Liaison with Campus Uniform staff; data gathering and validation; report submissions. Provides training, interpretation and guidance on general operating practices and the organizational and financial and human resources administrative support infrastructure Provides advice to the FGM, Department Chairs, Institute Directors, and faculty members based on extensive understanding of university policies, procedures, processes, collective agreements and FRM culture. Oversight of transactional matters (HR and Financial) within the faculty; resolves most issues independently having the knowledge base, judgement, and understanding of the faculty to determine which requires escalation. Cultivates and maintains current knowledge of all relevant university processes, policies, procedures and standards. Maintains open communication with FGM and Associate Chairs to ensure optimal administrative functioning of the faculty.

HR Management and Coordination


The Manager, Administrative Services supports a wide variety of HR related activities within the faculty including:

Creates and maintains spreadsheets(e.g. tracks per course and per term sessional costs for each department, reporting to the FGM and Finance Partner) Performs monthly reconciliation of salary and benefits reports, addressing errors and communicating anomalies Tracks and communicates various HR related deadlines (e.g. appointment end dates, contract renewals, etc.) Performs HR initiation and financial tracking for a subset of HR activities across the faculty Coordinates ATS recruitment, probation, peer reviews, and renewal across faculty departments Coordinates Tenure Track recruitment: creation of selection committees: coordinating committee agendas and materials: and coordinating interviews, site visits, and terminal trips. Coordinates adjunct application and renewal process Coordinates PrepD process for APO, TRAS staff Coordinates FEC and ATSEC processes Provides guidance and assists users with the initiation of routine HR and financial transactions

Supervision and Leadership


The Manager, Administrative Services provides leadership, supervises, and assigns projects to a diverse administrative services team including:

Fosters a collegial culture and role models a service-oriented approach to the delivery of administrative services. Trains, mentors, and evaluates staff to ensure appropriate professional development and performance. Works with staff to ensure resources are in place for optimal delivery of administrative services. Collaborates and consults with HR Partner and/or Central HR units regarding complex HR, employee relations, and labor relations issues to ensure compliance with: Collective Agreement requirements; institutional and best practice standards; legislative requirements; and relevant UAPPOL requirements Develops and maintains a positive, productive, professional, and ethical working environment that encourages feedback from staff (regarding current tasks, policies, procedures and ideas for new initiatives), maximizes productivity, and enables respectful team collaborations. Establish and direct a team model that engenders team learning and continuous professional development. Provide guidance and direction to direct reports on the resolution of errors and/or anomalies. Provide clarity and resolve any ambiguity, interpersonal issues, problematic team dynamics, and/or conflicts promptly and appropriate to the situation Develops efficient workflow processes for the team, redesigning workflow and processes as required Enables continuous improvement of administrative processes and procedures to provide exceptional service. Liaises with Departments, Institutes, and faculty to ensure the level of administrative support is effective and efficient Provides strategic and operational updates/recommendations to the FGM regarding human resources matters. Forecast staffing needs, identifies challenges, and make recommendations to address staffing needs and issues

Minimum Qualifications

Bachelor's degree in a related discipline. 5 to 10 years of related experience with a proven track record of competency and effective leadership in post-secondary education. 5 to 10 years of proven / effective supervisory experience using advanced interpersonal and (employer perspective) managerial skills to effectively lead and supervise a diverse team in a large complex organization. Proven computer proficiency (at intermediate level) in the following computer systems / platforms that include: Microsoft Office Suite; Google applications; and Peoplesoft (HCM, Fin) required.

Preferred Qualifications

Master's degree in a related discipline is preferred; equivalent combinations of education and experience may be considered. In-depth knowledge of University of Alberta's financial and human resource policies, procedures, and systems, and collective agreements is strongly preferred. Strategic and collaborative leadership skills; the ability to build effective and committed teams through integrity, consultation, cooperation, and mentorship. Proven ability to be professional and tactful in highly sensitive situations often involving highly confidential information. Proven ability to strictly adhere and comply with University confidentiality guidelines, policies, and regulations is required. Demonstrates excellent judgment and high level of initiative. High level of emotional intelligence and interacts with integrity, patience, flexibility, resilience and political astuteness to create effective relationships and a supportive environment. Demonstrates the ability to critically and strategically analyze and evaluate information and situations to provide informed advice. Proven superior organizational, self-management, and time management, analytic, and solution-seeking skills with excellent attention to details. Proven ability to triage and appropriately direct all unit employees. A communicator who listens effectively, has excellent written and verbal skills, and communicates in a manner that is accurate and easy to understand. Develops and/or maintains professional, positive, and collaborative working relationships with both internal / external clients and partners at all organizational levels.


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 inclusivity 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.

Note:

This opportunity will be available until midnight August 21, 2025, Edmonton, Alberta local time.