Team Lead, Administrative Services

Job summary

The Team Lead provides operational leadership for the Dean's Office, managing administrative services and supervising staff. They coordinate executive support, oversee operational projects, and ensure consistent service delivery across leadership portfolios.

Job details

This competition is open to all applicants however; internal applicants will be given priority consideration based on minimum qualifications, or a combination of experience, skills, and abilities before external applicants are considered. Location - This role is hybrid with a mix of remote and in-person work. Work primarily takes place at North Campus Edmonton. Reporting to the Faculty General Manager, the Team Lead, Administrative Services provides operational leadership for the Executive and Administrative Services function within the Dean's Office. The incumbent is a working leader responsible for a portfolio supporting the Faculty General Manager, Associate Deans and Faculty Operations, while providing direct supervision to the Executive Assistant to the Dean and Vice-Dean and the Administrative Coordinator (HR/Finance). The position coordinates executive and administrative services across leadership portfolios, establishes priorities, allocates work and ensures consistent, responsible and high-quality service delivery in the Dean’s Office. The Team Lead establishes and maintains administrative practices, service standards, quality assurance processes and business continuity measures, including cross-training and documentation of key administrative functions. Working collaboratively with the Dean, Faculty General Manager, Associate Deans, academic leaders, faculty and staff, the Team Lead ensures administrative systems, processes and resources effectively support the Faculty’s academic, research and operational priorities. As a key member of the Faculty’s administrative team, the Team Lead exercises sound judgment, discretion and initiative in managing complex and sensitive matters, resolving operational issues, balancing competing priorities and supporting effective decision-making within the Office of the Dean. RESPONSIBILITIES Leadership of Executive and Administrative Services * Provides operational leadership for Executive and Administrative Services within the Dean’s Office, ensuring effective, consistent and responsive service delivery. * Provides advice and operational guidance on University human resource, financial and administrative processes, resolving complex issues and ensuring alignment with University policies, collective agreements and Faculty procedures. * Provides direct supervision, coaching, mentoring and professional development for the Executive Assistant to the Dean and Vice-Dean and the Administrative Coordinator (HR/Finance). * Addresses day-to-day performance matters and escalates performance concerns to the Faculty General Manager, as appropriate. * Establishes team priorities, allocates work, balances workloads and monitors service delivery to ensure administrative responsibilities are completed accurately and within required timelines. * Develops and monitors administrative service standards and quality assurance practices. * Supports recruitment, onboarding, orientation, training and employee development in collaboration with the Faculty General Manager and in accordance with University policies and procedures. * Establishes cross-training, documentation and backup practices to support business continuity during absences, vacancies and periods of increased workload. * Promotes effective communication, collaboration and knowledge sharing within the administrative team and across Faculty functional areas. Executive Coordination and Operational Support * Provides executive and operational support to the Faculty General Manager, Associate Deans and Faculty Operations, ensuring effective coordination of operational priorities and strategic initiatives. * Coordinates confidential correspondence, reports, briefing materials, presentations, meetings, projects and operational initiatives involving internal and external stakeholders. * Coordinates executive meetings, including scheduling, agendas, supporting documentation, minutes, action items and follow-up. * Coordinates operational projects and cross-functional initiatives involving multiple stakeholders, ensuring timelines, deliverables and implementation activities are effectively managed. * Exercises sound judgment and discretion in managing confidential and sensitive human resource, financial, governance and operational information. * Leads operational administration for the Dean’s Office, including facilities, space, office access, office moves, technology, equipment, photocopiers, shared resources, office supplies, promotional materials and related operational services. * Acts as a key administrative liaison with University service units, including Shared Services, Facilities, Protective Services and IST, as well as external vendors and service providers. * Coordinates administrative and operational requirements associated with Faculty events, meetings, workshops, visiting speakers, external visitors and other Faculty activities. * Provides hands-on operational support, as required, to ensure continuity of service and effective delivery of administrative operations. Cross-Portfolio Coordination * Coordinates executive and administrative services across leadership portfolios to ensure consistent, efficient and responsive service delivery. * Develops implementation plans, establishes priorities, resolves competing demands and coordinates administrative resources to support Faculty initiatives and operational requirements. * Collaborates with Faculty leadership to anticipate administrative requirements, identify operational impacts and coordinate implementation of new initiatives. * Identifies opportunities to improve coordination, streamline administrative processes, eliminate duplication and strengthen administrative practices across leadership portfolios. * Identifies and supports appropriate use of technology and administrative systems to improve workflows, information sharing and service delivery. Governance, Quality Assurance and Continuous Improvement * Coordinates governance activities, committee administration and associated documentation, as assigned, ensuring accuracy, timeliness and compliance with University and Faculty requirements. * Develops, documents, implements and maintains administrative procedures, templates, standard operating procedures and best practices to support consistent and efficient service delivery. * Establishes, monitors and evaluates administrative processes and service standards to promote quality assurance, operational effectiveness and continuous improvement. * Maintains shared administrative resources and documentation to support organizational knowledge, cross-training and continuity of operations. * Identifies service gaps and opportunities for process improvement and recommends and implements appropriate solutions within the scope of the position. Projects and Operational Initiatives * Plans, coordinates and implements special projects and operational initiatives in support of Faculty priorities, including Faculty events, speaker series and other special activities. * Develops project plans, implementation strategies, timelines and administrative work plans to support successful project delivery. * Coordinates activities and stakeholders, monitors project progress and ensures required follow-up and deliverables are completed. * Identifies project risks and operational issues, resolves matters within the scope of the position and escalates significant issues to the Faculty General Manager, as appropriate. QUALIFICATIONS * Minimum 2-year diploma in Business, Human Resources, Administration or a related discipline. An undergraduate degree in those fields is preferred. An equivalent combination of education and progressively responsible experience may be considered. * 3+ years of progressively responsible administrative, operational and leadership experience, preferably within a complex post-secondary or similar environment. * Demonstrated experience coordinating administrative operations, establishing priorities and managing multiple competing demands. * Excellent interpersonal, communication and relationship-building skills, with demonstrated ability to establish collaborative working relationships across diverse stakeholder groups. * Strong organizational, analytical and problem-solving skills, with the ability to manage multiple competing priorities while maintaining accuracy, responsiveness and a high standard of service. * Demonstrated ability to lead process improvement, implement operational change and develop effective administrative practices, procedures and workflows. * Demonstrated ability to quickly learn, interpret and apply policies, procedures, collective agreements, systems and business processes. * Demonstrated ability to exercise discretion, diplomacy, initiative and sound judgment when managing complex, confidential or sensitive matters. * Ability to work independently, determine priorities and make operational decisions within the scope and authority of the position, escalating significant matters appropriately. * Demonstrated commitment to collaboration, knowledge sharing, cross-training and continuity of administrative services. * Advanced proficiency with Microsoft 365, Google Workspace and administrative information systems. * Knowledge of University of Alberta systems - administrative, human resource and financial processes is an asset. Application Instructions Click "Apply Now" to submit your resume and cover letter. In your cover letter, please indicate how you will contribute to our culture. 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). This position offers a comprehensive benefits package [https://www.ualberta.ca/en/human-resources-health-safety-environment/benefits-and-pay/benefits-and-pension/benefits-overview/index.html]. The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit. 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 [https://www.ualberta.ca/en/careers.html]. 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. The Faculty of Pharmacy and Pharmaceutical Sciences [https://www.ualberta.ca/en/pharmacy/index.html] offers one of Canada’s top-ranked PharmD programs, along with a suite of postgraduate opportunities. Serving approximately 650 students annually, the faculty integrates research, teaching, and clinical practice to prepare future pharmacists and pharmaceutical scientists for leadership in healthcare and drug development.

What you’ll do

The Team Lead provides operational leadership for the Dean's Office, managing administrative services and supervising staff. They coordinate executive support, oversee operational projects, and ensure consistent service delivery across leadership portfolios.

Requirements

Candidates must have at least a 2-year diploma in a relevant field and 3+ years of progressively responsible administrative and leadership experience. Proficiency in Microsoft 365, Google Workspace, and administrative systems is required, along with strong organizational and problem-solving skills.

Benefits

• Comprehensive benefits package

Listed skills

• Supervision · Preferred
• Project Coordination · Preferred
• Quality assurance · Preferred
• Process Improvement · Preferred
• Communication · Preferred
• Problem solving · Preferred
• Microsoft 365 · Preferred
• Google Workspace · Preferred
• Stakeholder Management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Operational leadership
• Administrative management
• Supervision
• Strategic planning
• Project coordination
• Financial processes
• Human resources
• Quality assurance
• Process improvement
• Communication
• Problem-solving
• Analytical skills
• Microsoft 365
• Google Workspace
• Stakeholder management
• Governance
• Office Supply Management
• Promotional Materials
• Training Documentation
• Influencing Skills
• Workflow Management
• Diplomacy
• Talent Recruitment
• Effective Communication
• Administrative Functions
• Service Standards
• Project Delivery
• Quick Learning
• Research
• Teaching
• Business Continuity
• Business Process
• Decision Making
• Clinical Practices
• Information Systems
• Continuous Improvement Process
• Training And Development
• Drug Development
• Finance
• Standard Operating Procedure
• Leadership
• Psychology
• Information Sharing
• Interpersonal Communications
• Problem Solving
• Knowledge-Based Systems
• Mentorship
• Employee Onboarding
• Operations
• Pharmaceuticals

Job areas

• Administrative
• Management & Leadership
• Education
• Human Resources
• Finance & Accounting
• Administrative Team Leader
• Administrative Manager
• Office Supervisors
• Administrative Services Managers

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