VPIIE Partnerships Administrator

Location - This role is in-person. Work primarily takes place at North Campus, Edmonton.

The Office of the Vice-President (International, Innovation and Enterprise) (VPIIE) is the University of Alberta’s primary gateway for turning world-class research into global impact.

Developing impactful institutional partnerships is one of the core elements of the VPIIE mandate. The VPIIE Partnerships Assistant (VPA) provides critical high-level assistance to the Manager, International Relations Services (MIRS), the Senior International Agreements Administrator (SIAA), and the Strategic Logistics and Projects Coordinator (SLPC). As the University's partnership activities expand rapidly, this team experiences increasingly intense workloads; consequently, the VPA must operate with a high level of functionality and independence to keep pace with the demand for services.

The position reports directly to the MIRS, who provides overall supervision, coordination of international agreements work, and primary engagement on highly complex agreements. The VPA also takes functional direction and guidance related to international agreements directly from the SIAA, who operates independently from the MIRS on standard agreement workflows. On matters relating to planning for missions, visits, and events, the VPA takes direction from the SLPC.

This role delivers comprehensive administrative, analytical, and operational support to the Vice-President International, Innovation & Enterprise (VPIIE) portfolio. Key duties include managing the complete lifecycle of international agreements, supporting high-level international missions and incoming partner visits, and ensuring strong data governance across institutional systems.

Agreement Administration

• Independently analyze partner requests, select appropriate template clauses, and draft new or renewal international agreements as well as sub-delegations of signing authority.
• Perform rigorous quality control and version checks to resolve technical errors, alignment discrepancies, and external partner modifications.
• Draft formal cover letters, emails, and executive memos outlining agreement scope, institutional risks, and proposed mitigations for university leadership.
• Maintain the official international agreement database, track file status from intake through formal internal approval, and coordinate global courier shipping for executed documents.
• Prepare regular and on-demand statistical reports while maintaining official physical and electronic records in compliance with retention policies.

Mission, Visit & Event Planning

• Coordinate complex travel, scheduling, venue, catering, and audio-visual arrangements for outgoing executive missions and high-profile incoming international delegations.
• Develop detailed itineraries and compile briefing materials, including institutional profiles, external biographies, and logistical data for senior leadership.
• Select appropriate protocol gifts, maintain the gift inventory tracking system, and manage on-site event logistics, dignitary registration, and post-event administrative follow-ups.

Information Governance & Analytics

• Maintain CRM data integrity by auditing automated system feeds, capturing activity details, and coordinating directly with IT to resolve system errors.
• Research, compile, and format polished partner profiles, institutional fact sheets, statistical summaries, and contact directories.

General Administration & Communication

• Draft and proofread complex correspondence for executive leadership, schedule strategic unit meetings, and capture decision-oriented action items.
• Create and update standard operating procedures, visit evaluation tools, and standardized document templates to streamline unit workflows.
• Provide language translation or interpretation support during international visits as needed, and perform general administrative duties to support portfolio operations.

Education

• Bachelor’s Degree: A degree in a relevant discipline such as Arts, Law, Business Administration, Communications, Public Relations, or International Relations.

Experience

• Agreement & Contract Reviewing: Minimum of 3 years of direct experience drafting, revising, and reviewing formal agreements or contracts, including providing concise, accurate feedback on legal or administrative text.
• Communications & Editing: Minimum of 3 years of experience with professional writing, meticulous proofreading, and document editing as core responsibilities.
• Logistics & Event Support: Demonstrated experience coordinating complex travel, itinerary development, and operational planning for high-profile international missions, executive visits, and events.
• Intercultural Diplomacy: Proven track record working effectively in international or cross-cultural environments requiring high cultural sensitivity, diplomacy, and strict confidentiality.
• Data Governance & CRM: Practical experience managing, tracking, and auditing data integrity within relational databases or CRM systems.

Knowledge, Skills & Attributes

• Exemplary Attention to Detail: Exceptional precision and quality control standards when auditing documents, managing version tracking, and handling confidential institutional records.
• Time & Priority Management: Outstanding organizational skills with a proven ability to juggle competing deadlines, manage high volumes of information, and pivot quickly in a fast-paced environment.
• Client Service & Communications: Superior English verbal and written communication skills; polished, professional, and diplomatic when interacting with internal leadership and global partners. Proficiency in a second language is a strong asset.
• Critical Thinking & Problem Solving: Sound judgment and analytical skills to independently identify operational friction or institutional risks and propose practical solutions.
• Self-Direction & Resilience: Ability to work autonomously with minimal supervision, balancing complex critical tasks with routine administrative duties and working flexible hours when required.
• Institutional Awareness: Familiarity with University of Alberta governance policies (e.g., UAPPOL) and a foundational understanding of Canadian post-secondary operations are highly desirable.

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).

This position offers a comprehensive benefits package.