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

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.

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, 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 ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l’université à postuler.
  Note: This opportunity will be available until midnight August 21, 2025, Edmonton, Alberta local time

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