Laboratory Operations Coordinator

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 March 31, 2027.

Location - This role is in-person at North Campus Edmonton.

This position will be responsible for general administrative support to the Rehabilitation Robotics Lab (RRL), under the supervision of the Lab Director (Lab Principal Investigator).

The Laboratory Operations

Coordinator will assume responsibility for administrative tasks on behalf of RRL as a whole. These include purchasing, reconciliation of the p-card, supporting project financial reporting, coordinating non-project specific meetings, including the monthly Lab meeting and weekly Graduate Student meeting.

This position will be a point of reference and best practices to enable team members to perform administrative tasks accurately and on time. The Laboratory Operations Coordinator will support communications, including management of the website, preparation of materials for events, assist in financial tracking and reconciliation, and management of lab capital assets.

In addition, the Laboratory Operations Coordinator will:

• Assist in coordinating and conducting Lab tours.
• Ensure the multiple ethics protocols of the Lab are renewed on time and support project coordinators with the preparation of participant recruitment materials.
• Provide our onboarding program for new staff, students and volunteers.
• Maintain a robust Health and Safety program and record-keeping program for RRL and oversee its implementation while relying on the Lab Director to enforce it.
• Supervise the maintenance of the lab, including a voluntary in-lab cleaning program.
• Continue to guide best practices in running a “green lab” by encouraging recycling and thoughtful use of resources.

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.

• Project Coordination (10%)
• Coordinates day-to-day administrative tasks to ensure the smooth running of the lab.
• Assist in organizing meetings; prepares agendas, minutes, and follow-ups.
• Assists with scheduling, reporting and coordination with internal and external collaborators, including clinicians, community partners, and funding agencies.
• Assists in organizing lab tours, demonstrations, and outreach events.
• Supports logistics for participant recruitment and scheduling.
• Administration (30%)
• Performs credit card reconciliation and expense tracking in PeopleSoft.
• Assists in financial planning, budgeting, and expenditure forecasting for projects.
• Maintains records of asset inventory and ensures asset tracking and labelling.
• Prepares purchase requisitions and coordinates with SupplyNet and vendors.
• Manages meeting scheduling, travel bookings, and general office organization.
• Supports the onboarding of students and lab members and maintains training documentation.
• Assists in preparing documentation for audits, financial reports, and grant submissions.
• Communication (10%)
• Drafts internal and external communications, updates project summaries, and maintains collaborative correspondence.
• Assists in organizing communication materials for conferences and stakeholder updates.
• Maintains professionalism and confidentiality in all communications with collaborators and participants

Minimum Qualifications

• Bachelor’s degree, or equivalent
• Excellent organizational, time management, and critical thinking skills; strong attention to detail required
• Excellent interpersonal and communication (verbal and written) skills including strong ability to demonstrate professionalism, confidentiality, and diplomacy
• Excellent spelling, grammar, editing, and proofreading skills
• Knowledge of health care industry and terminology an asset
• High tolerance for ambiguity; adaptable to a changing environment
• Demonstrated understanding of the importance of creating equitable, diverse, and inclusive practices
• Ability to work independently with minimal supervision
• Adaptable, agile and technologically savvy; advanced cap