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 has an end date of 6 months.

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

The Academic Services Administrator in the Faculty of Rehabilitation Medicine will be part of the team that provides the foundational academic and student support services necessary for the functioning of the Faculty’s graduate programs in Rehabilitation Science (MScRS, PhDRS), professional programs (MScOT, MScPT, and MScSLP), and continuing professional education programs. The Academic Services Administrator will work under the general direction of the Manager, Academic Services, and will provide a service orientation to the departments, programs, and students that the Academic Services team serves. The primary responsibilities of the Academic Services Administrator will fall under two categories, academic administration and clinical education administration, including admissions, awards, recruitment, placement administration, and database administration. They will also work closely with the Manager, Academic Services, on special projects as needed.

The Faculty of Rehabilitation Medicine is Canada’s only free-standing faculty dedicated to rehabilitation. It offers accredited professional programs in Occupational Therapy, Physical Therapy, and Speech-Language Pathology, along with a substantial research and continuing education portfolio. With campuses in Edmonton, Calgary, and Camrose, the faculty serves approximately 1,000 graduate students and is a national leader in advancing rehabilitation practice and outcomes.

Program Operations

• Acts as back-up or additional support for the Academic Advisors and Clinical Education Administrators during high volume times with tasks such as:
  • Application review: working in the graduate application portal, compiling applications, and completing admission process reviews and GPA calculations
  • Exam set-up and delivery: acting as proctor when needed, troubleshooting exam issues, coordinating academic accommodations, and scheduling of candidacy exams/defences.
  • Placement administration: working in HSPnet to create placement requests, track acceptances and declines,, sending correspondence within the system, and tracking student requirements and progress in coordination with the College of Health Sciences.
  • General program delivery: helping students with registration issues and working in Campus Solutions, liaising with advisors and College timetablers for course scheduling and/or maintenance, acting as a point of contact for instructors with learning management system questions or issues
• Along with the rest of the Academic Services team, maintains and creates accurate records related to the professional and research programs.
• Designs and develops customized reports for specific needs, including standard and ad-hoc reports for programs.
• Maintains area/program records. Establishes, maintains, or updates files and ensures file retention schedules are followed.
• Manages generic unit email inbox.
• Acts as main contact and administrator for teaching evaluations.
• Act as central contact for academic accommodations, backing up the Academic Advisors and providing guidance to students and instructors when necessary.

International Clinical Placement Administration

• Maintain positive working relationships with international clinical sites
• Initiate, maintain, and follow up on international placement/exchange agreements between the University and international clinical sites
• Work with students with registration issues for clinical/fieldwork courses (using both HSPnet and Campus Solutions)
• Maintain student placement records, including liaising with the College of Health Sciences’ Placement team to ensure clinical requirements are met prior to the start of placements. Maintain accurate records and databases associated with international placements (both incoming and outgoing) for the professional programs.
• Enter grades into Campus Solutions for all appropriate clinical/fieldwork courses.
• Manage the associated HSPnet administration for clinical courses, including inputting placement offers and managing correspondence for placement confirmations.

Awards

• Oversees the administration of the Faculty awards process (both internal and through GPS) Acts as a central point of contact for the Academic Advisors and the Departments to ensure that deadlines are met, criteria are understood and upheld, and that the terms of each award are followed.
• Advises the Departments and programs on upcoming competitions and prepares correspondence to students related to possible awards.

Communications

• Drafts and/or generates routine communications. Gathers information from office records and other resources to draft emails, memos, and other documents for supervisor review. Maintains website, creates new web pages when required, and updates information and/or data within the content management system.

• Potential to represent the Faculty at recruitment events and engage with potential students, providing information on the programs and the admission requirements.

• Bachelor’s degree preferred; equivalent combination of education and experience will be considered.

• 2-3 years administrative experience, preferably in post-secondary environment

• Computer proficiency in MS Office applications (Word, Excel, PowerPoint, Publisher) and Google apps (Gmail, Docs, Sheets)

• Experience with university-specific systems (Campus Solutions, eClass, Cascade) an asset Excellent communication skills (both oral and written) and interpersonal skills to foster and maintain effective relationships with faculty, staff, students, and external partners as well as engage with prospective students at recruitment events.

• Ability to prioritize tasks efficiently, manage time, problem solve, and work independently as well as part of a team.

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

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.

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, 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 de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.