Assistant Academic Department Manager

While this position welcomes applications from the public, please note that preference will be given to current employees at the University of Alberta. Please indicate your internal status using the “Advertisement” drop down menu when applying.

This position is a part of the Association of the Academic Staff of the University of Alberta (AASUA).

In accordance with the Temporary Librarian, Administrative and Professional Staff (TLAPO) Agreement , this position offers a comprehensive benefits package found on our Benefits Overview page and an annual salary range of $63,090 to $105,189. This position has an initial appointment of up to one year.

Location

Work primarily takes place at North Campus Edmonton .

Working for 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 First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross-section of people—from our students and stakeholders to our renowned researchers and innovators who are quite literally curing diseases, making discoveries, and generating solutions that make the world healthier, safer, stronger, and more just.

Working for the Faculty of Arts

Position Summary

Reporting to the Academic Department Manager, the Assistant Academic Department Manager oversees the student advising team and assists with the operational work of the Academic Departments. The position supports the administration of Department Programs for the Departments of Anthropology, Economics, Sociology, Political Science, Linguistics, Women’s & Gender Studies. 

This position has direct oversight of nine positions including undergraduate advisors, graduate advisors, and Advisor/Placement Coordinator, and creates an environment where diverse ideas, perspectives, and achievements are recognized, rewarded, and celebrated. 

In all facets of this role, the Assistant Academic Department Manager endeavors to integrate and advance the University’s commitments to equity, diversity, and inclusivity.

Duties

• Leads the teaching, student advising, and placement services in the Division, in consultation with the Academic Department Manager.
• Leads the academic teaching plan process for approval by the Chair and Academic Department Manager.
• In consultation with the Chair, manages the department timetabling process; and oversees course scheduling and enrolment.
• Monitors enrolment statistics, balances enrolments across sections and recommends cancelation or revision of under-enrolled courses.
• May assist with Human Resources, event support, financial processing, general administration and day-to-day operations, and other duties as assigned.
• Identifies problem areas and risks and escalates them to the Academic Department Manager.
• Has direct responsibility for establishing work and timelines for undergraduate advisors, graduate advisors, and Placement Advisors/Coordinators including but not limited to: admissions, transfer credit, course registration, program updates, grade changes, appeals, approving/denying exceptions (and escalating where appropriate), awards, program completion and milestones, student placement, experiential learning, study abroad/field school programming, etc.
• Provides leadership, guidance, and direction for situations and issues that require investigation or response.
• Monitors the ongoing needs of the student advising and placement services to ensure that resources are used effectively.
• Manages policy and process development for student advising and placement services in departments.
• Responsible for records management of student records and/or financial documentation, according to University records management protocol.
• Oversees course and calendar information according to Department/ Faculty/College/University protocols.
• Contributes to and initiates the development of policies and procedures and represents the interests and issues of the Departments to the Faculty and central administration.
• Tracks key analytics and develops reports to support decision-making, particularly around enrolments.
• Works collegially with fellow Assistant Academic Department Managers and Team Leads.
• Maintains a productive relationship with the Academic Department Manager, Academic Chairs, leadership, the Office of the Registrar, FGSR, UAI, and other student service offices.
• Demonstrates inclusivity in work processes and work teams. Actively seeks out and invites alternative viewpoints in planning, discussions, and decision-making.
• Recognizes and mediates or removes barriers to inclusive engagement.
• Recognizes conflict and takes steps to address issues by mediating with involved parties.
• Recognizes and takes steps to address discrimination, and other barriers to cooperation, collaboration, and positive communication.
• Supervises, advises, guides, and coaches staff to support performance optimization. Recognizes and develops talent, provides detailed performance feedback, and remediates barriers to advancement faced by members of equity-seeking groups.

Qualifications:

• Bachelor’s degree or equivalent.
• Demonstrated supervisory experience.
• Minimum five years of experience in post post-secondary student service-centered environment.
• Knowledge of teaching services, student advising and placement activities, and best practices.
• High level of analytical and problem-solving skills and critical-thinking skills.
• Demonstrated use of systems and tools such as Excel, database query tools (Tableau), and PeopleSoft (Finance, HCM, Campus Solutions) would be an asset.
• Excellent written and oral communication skills.
• Planning, organizational, and time management skills.
• Ability to work independently.
• Proven ability to work collaboratively with team members from different areas of expertise, and with senior administrators in an organization.
• Extensive knowledge of University of Alberta policies, procedures, and operating requirements.
• Familiarity with university governance systems.

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.

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.