JOB FACT SHEET
POSITION INFORMATION
Position Number: 15084
Current Grade (if applicable): 9
Working Title: Administrative and Governance Coordinator
Faculty/Department: Office of the Dean, Faculty of Arts
Department ID: Click here to enter text.
Incumbent Name (if applicable): Click here to enter text.
Campus Address: Click here to enter text.
Campus Phone Number: Click here to enter text.
E-Mail Address: Click here to enter text.
Hours of Work/Week: Choose an item.
 Actual Hours Worked (if Part-Time): Click here to enter text.
Name of Supervisor: Click here to enter text.
Title of Supervisor: Click here to enter text.
Supervisor’s Phone Number: Click here to enter text.
Supervisor’s Email Address: Click here to enter text.
Position Type: Choose an item.
 If OTHER, please indicate Position Type: Click here to enter text.
Special Requirements:
Home Internet Access: Choose an item.
Professional Accreditation: Choose an item.
Conflict of Interest Disclosure: Choose an item.
Second Language: Choose an item.
SIGNATURES: The signatures below indicate that all parties have read and discussed the content of the JFS
EFFECTIVE DATE (if different from date signed): Click here to enter a date.
FINANCIAL AUTHORIZATION:
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INCUMBENT (if applicable):
SUPERVISOR:
DEPARTMENT HEAD/TRUSTHOLDER:
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1. SIGNIFICANT CHANGES SINCE LAST REVIEW
New position.
2. POSITION SUMMARY
Reporting to the Senior Officer (Administration, Technology & Innovation) in the Faculty of Arts,
this position coordinates, administers and advises on matters of governance in the Faculty of
Arts, manages administration of formal standing committees, as well as faculty based
committees, provides administration and coordination of Faculty awards and recognition
programs and administered Faculty based policies and procedures.
Major areas of responsibility include:
 Administration of the Faculty's responsibility to the University's Governance regulations
 Administration of the Faculty's Governance committees, processes, and procedures
 Administration of the Faculty's awards and recognition functions
 Administration of the Faculty's policies and procedures manual
3. RESPONSIBILITIES/ACTIVITIES: Group activities into categories and list in point form each
duty performed until the major elements of the position are represented. Review each
statement to ensure that it accurately describes what is done and briefly, how it is done.
Please indicate the percentage of time spent on each of the major activities listed
Governance Administration
 Ensures that the Faculty's Governance processes comply with U of A's regulatory and policy
requirements for Governance
 Administers the Arts Faculty Council and Arts Executive meetings, including agenda
development, and meeting administration
 Advances proposals that are endorsed by the AFC through formal U of A governance
processes in a timely manner and with due diligence
 Analyzes proposals & policies put forward by senior administration in order to give strategic
advice or counsel
 Manages replenishment of all Faculty committees
 Develops and administers the Terms of Reference for all Faculty Committees
 Sets meeting dates, times and places for all Faculty Committees
 Provides administrative assistance for the development of meeting minutes and ensures
that minutes are edited and posted for committee members and the Faculty in a timely
fashion
 Coordinates the schedule and receipt of material from Faculty committees to ensure that it
moves through the Faculty/University governance processes effectively
 Develops standard processes for the preparation of background information, briefing
documents for items moving through senior administrative committees
 Liaises and consults appropriately with the U of A's governance office
 Assists in preparing and advancing issues that will flow to other governing structures
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Acts as a resource person for members of the Faculty of Arts when accessing the various
administrative committees
Manages the annual committee schedule, and guides the Faculty's business through the
governance structure in liaison with the Chair and secretary of the Arts Academic Affairs
Committee, Arts Honors Committee, and Arts Teaching Awards Committee
Manages the elections process for Arts Representation on U of A Governance committees
Ensures committees are compliant with regulations such as FOIPP, UAPPOL, GFC policy, etc
Leads in process development and makes recommendations for continual improvement of
Governance processes and structures
Administers the governance of the Faculty Centers and Institutes
Awards and Recognition Administration
 Coordinates the Faculty's yearly awards and recognition programs for academic and support
staff
 Administers the communication of awards, award deadlines, eligibility and nomination
procedures
 Administers the award process and ensures that documentation is provided to the award
adjudicators in a timely manner
 Administers and coordinates the Faculty's award ceremonies where appropriate
 Ensures that award opportunities and recipients are publicized and communicated
Policy and Procedures Administration
 Develops and maintains the Faculty of Arts Policy and Procedures Manual
 Ensures that the manual is organized logically and maintains, adds or deletes information
and policies as needed
 Works with the various members of the Dean of Arts office to ensure that policies and
procedures arising from their areas of accountability are reflected accurately and effectively
 Creates and administers a continual improvement process for policies and procedures
 Trains new Chairs and Administrators in the use of the manual to ensure that it is fully
accessible to various members and constituent groups in the Faculty
 Works with Departments on the creation of department specific procedures
FOIPP Administration
 Developing policies and procedures for FOIPP compliance
 Administering and responding to FOIPP requests
 Supporting departments on department FOIPP requests
 Understanding and training on FOIPP legislation
4. KNOWLEDGE: Identify the minimum formalized training/education and/or qualifications
required to prepare an individual to be functional in the position.
High School diploma with greater than 18 months to become functional in the role.
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5. INDEPENDENCE OF ACTION: Describe the initiative required, the creativity and original
thought, and also the amount of direction and control received from the supervisor or standard
practices and precedents.
A. What types of decisions are made independently?
In follow up to discussion/questions arising at Faculty Council or other meetings, the incumbent
will provide the Dean, Vice Dean, Associate Deans or other faculty administrators with necessary
documentation or information to answer the questions or move a proposal through the
governance system.
B. For what actions is it necessary to consult someone? Are approvals or instructions verbal or in
writing?
The incumbent is expected to confer with central resources regarding policies and procedures,
appeals, FOIPP, academic integrity, etc.
6. CONSEQUENCE OF ERRORS: Identify the extent of losses which result from mistakes in
judgment or poor decisions (typical instances, not rare or extreme ones), and the responsibility
for safety of others.
Inaccurate information provided to the Dean, Vice Dean or other faculty administrators could
cause a delay in the governance process; inaccurate information provided to a student or to the
Associate Dean could cause due process not to be met during an appeal.
7. CONTACTS: Identify the contacts and the purpose of the interaction.
A. Inside the University
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Faculty of Arts office
Departments within the Faculty
UofA Governance Office
UofA Office of Judicial Affairs
FOIPP Office
Offices of Vice President Academic and Research
B. Outside the University
C. Information Sources
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UofA Governance Office and website
FOIPP office and website
Faculty Administration
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8. SUPERVISION: If this position is not required to supervise staff, please indicate “n/a”.
A. Describe all aspects of formal supervision required of this position. Please be sure to complete
Part B.
Full supervision of the administrative staff in the Faculty Office.
B. Please indicate how many staff members are supervised by the position.
Full-time employees: 3
Part-time employees:
Casual employees:
9. PHYSICAL DEMANDS: Describe the degree, frequency, severity, intensity and continuity of
physical activity and/or intense visual concentration required.
A. Activities
Standard office work
B. What types of equipment or tools are used in the job?
Standard office equipment
10. WORKING CONDITIONS: Describe the disagreeable aspects of the job environment in
relation to employee safety and comfort, and the severity and frequency of exposure to
workplace hazards.
Typical office conditions
11. SIMILAR POSITIONS AT THE UNIVERSITY OF ALBERTA: Please list any position numbers,
titles, departments or incumbent names that may be considered to be similar.
Governance positions in other Faculty offices
12. ORGANIZATION CHART: An organization chart is mandatory for the evaluation process to
be completed. You may include this as a separate attachment or file may be pasted/
embedded below
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