Department Faculty of Medicine & Dentistry - Pharmacology Dept

Salary range $54,977.40 to $74,669.16

Hours per week 35

Grade 8

Posted date July 11, 2025

Closing date August 1, 2025

Position Type Full Time - Trust Funded

Description

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 2 years and offers a comprehensive benefits package.

Location - This role is mostly in-person at North Campus, Edmonton. Remote work may be granted on an occasional basis.

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, 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. Learn more.

Position Summary

Reporting to the Academic Department Manager, and working collaboratively with the Administrative Supervisor and the Chairs of the departments of Cell Biology, Medical Genetics, Pharmacology and Physiology, the Student Experience and Education Programs Lead (SEEPL) for Cell Biology, Medical Genetics, Pharmacology, and Physiology is a dynamic and strategic role at the heart of our academic mission. This position serves as the central pillar for fostering an exceptional student journey, from initial inquiry through to graduation and beyond. Collaborating intimately with the Directors of Graduate and Undergraduate Studies across four distinct and vital departments, the SEEPL provides critical administrative, governance, and pedagogical expertise essential for the seamless delivery and continuous enhancement of our academic programs.

More than just an administrator, the SEEPL acts as the primary navigational guide and advocate for students, interns, and postdocs, connecting them with a comprehensive network of university services. This proactive engagement is crucial for optimizing student retention rates, fostering a vibrant and inclusive academic community, and ensuring a consistently positive overall experience within our departments.

Duties

We are seeking a highly organized, detail-oriented, and empathetic individual with a robust background in social sciences or higher education administration. The ideal candidate will possess a deep understanding of academic processes and a genuine commitment to student success. Beyond ensuring the smooth coordination of academic programs, the SEEPL will play a transformative role in shaping the student experience, meticulously managing scholarships and bursaries, cultivating strong relationships with student associations, orchestrating impactful teaching development initiatives, leveraging data for informed decision-making, optimizing course delivery, and facilitating strategic communications with all university stakeholders. Your responsibilities will include:

Comprehensive Program Administration:

• Course & Program Management: Oversee all aspects of course registration for undergraduate and graduate programs, including configuring offerings, troubleshooting issues, managing waitlists, and allocating duties. You'll provide end-to-end coordination for course delivery, including planning, curriculum content coordination, and sourcing guest speakers.
• Appointment Oversight: Administer the complex graduate student appointment process, including appointment offers, funding letters, and liaising with various departments. You'll accurately calculate and process graduate student stipends, scholarships, and bursaries, ensuring timely and accurate disbursement and meticulous record-keeping.
• Teaching Assistantship Coordination: Support the financial and HR planning process for teaching assistantships, coordinate the recruitment, and assist in the selection of teaching assistants for the 4 departments; prepare appointment offers and assist instructors in work assignment coordination; monitor expenses and keep track of budget for teaching assistantships; act as the supervisor for proctors and invigilators;
• Records & Data Management: Maintain precise and up-to-date electronic and physical records, databases, and documentation for all academic programs and student files, ensuring compliance with institutional and regulatory requirements (e.g., FOIP).
• Policy & Governance Liaison: Act as the primary liaison with critical university offices (e.g., Faculty of Graduate and Postdoctoral Studies, Registrar’s Office), ensuring alignment with program requirements and institutional policies. You'll assist in the development, dissemination, and interpretation of program policies and guidelines.

Student Support & Advising: Collaboratively with the Directors of Undergraduate Studies, serve as advisor for undergraduate students, providing guidance on program requirements, course selection, and degree progression. You'll interpret and apply complex university regulations, resolve problems, and proactively monitor "at-risk" students, intervening with targeted support and referrals.

Curriculum & Pedagogical Support: Actively contribute to curriculum reviews, conduct needs assessments, and track key metrics for teaching and learning outcomes. You'll support instructors in integrating technology and promoting high-quality instructional resources, ensuring compliance with accreditation standards.

Operational Optimization & Reporting: Conduct thorough assessments of resource needs, identify opportunities to optimize course scheduling, and streamline administrative processes. You'll meticulously track and analyze program data (registrations, enrollment trends, awards) to identify gaps and propose improvements. You'll also prepare comprehensive reports and presentations for program meetings and committees.

• Interdepartmental Collaboration: Interface with university resources and peer departments to collaborate on best practices and ensure alignment with broader institutional goals.

Qualifications

• Education: A Diploma, preferably in Social Sciences, Education, Public Administration, or a related field. Bachelor’s degree preferred.
• Experience: A minimum of five (5) years of progressive administrative, coordination, or student support experience within a complex post-secondary educational environment, with a strong preference for experience in a research-intensive university setting. This includes demonstrated expertise in academic program administration, curriculum support, student advising, course management, graduate student appointments, and stipends/awards administration.
• Knowledge: An in-depth understanding of university academic structures, policies, procedures, and governance. Familiarity with university financial processes, budget management, and the administration of scholarships. Proficiency in data collection, analysis, and reporting, along with advanced proficiency in academic management systems (e.g., PeopleSoft, Banner, or equivalent), student information systems, database management tools, and all components of the Microsoft Office Suite.
• Skills: Exceptional written and oral communication, superior interpersonal and relationship-building abilities, outstanding organizational skills with the capacity to manage multiple priorities and meet tight deadlines. Highly attentive to detail and accuracy. Excellent analytical and problem-solving abilities, strong technological aptitude, and a proven ability to handle sensitive and confidential information with the utmost discretion.

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 1, 2025, Edmonton, Alberta local time.