Job Posting 83512

Board Liaison
University Hospital Foundation
Edmonton area
closes in 6 days (Fri, 3 Jun)
full time

Position Type: Full time, permanent, hybrid work environment

Our Background

At the University Hospital Foundation, we want to help people live longer, and better – especially those who would benefit from a new form of treatment, or life-saving surgery.

As agents of hope, we boldly seek solutions to seemingly insurmountable challenges, matching the determination and purpose-driven intensity of the healthcare teams we support.

In the past ten years, generous donations from individuals and our corporate and strategic partners have contributed nearly $220 million dollars to advance world-leading patient care at the University of Alberta Hospital, Mazankowski Alberta Heart Institute and Kaye Edmonton Clinic, as well as ground-breaking research at the University of Alberta.

If you have a keen interest in being a part of the future of healthcare in Alberta, please consider applying today!

We are proud to have achieved Imagine Canada accreditation and High Performer status in both the “High Performer: Overall” and “High Performer: Teaching Hospital” categories from the Association for Healthcare Philanthropy. This recognition demonstrates our commitment to applying our purpose to everything we do.

In addition, we are proud to be one of Alberta’s Top 75 Employers in 2021 and 2022, which recognizes employers who lead their industry in offering exceptional places to work and forward-thinking HR practices.

As an outcome-focused organization, UHF offers a flexible work environment where employees have the opportunity to work remotely. To learn more about us, visit our website at www.GiveToUHF.ca.

 Your Purpose

As the Board Liaison you are reporting directly to the President of the University Hospital Foundation and are a senior level professional responsible for providing support to the Office of the President, Board of Trustees and associated Board committees. 

Your primary role is developing administrative processes and systems and overseeing the day-to-day operations of the Board Office. You act as the Board Secretary and serves as a primary contract person and administrator for matters of the Board and associated committees. You will also support work in the Office of the President & CEO, and may make recommendations on policy changes as required, and is responsible for maintaining the highest level of confidentiality.

In collaboration with the President and Executive Assistant, you will provide a range of services in office management, budget administration related to the Board, Board committee support, project management, analysis, retreat preparation and stakeholder liaising.

Responsibilities

Board Governance Support:

  • Coordinate and provide administrative support for the Board as well as the Board Committees including attendance tracking, room bookings, AV set up, catering, meeting packages. Others, including coordinating timelines, continuous follow up, minute taking, and action tracking, working/ following up with VP’s/AHS staff/ UHF staff and the President for deliverables, working to tight timelines, often working overtime and regularly through lunches, anticipating several last minute changes etc.).
  • Attend Board and Committee meetings and record minutes.
  • Serve as custodian of record for official Board documents by ensuring proper document control and document management, electronic filing system, automation of Board processes and workflow and Board member summaries, financial reconciliation and funds reallocation.
  • Ensure accurate and timely status updates on the reports to the Board, working closely with the VP’s and Office of the President.
  • Maintain, as needed, both mailing and public relations list of Board and committees. Including website and Board Portal updates.
  • Maintain content and prepare orientation information packages for Board members and prospective Board members as required.
  • Coordinate orientation activities for new Board members including setting up orientation meetings, setting up ID and parking (big job – tracking and yearly renewal of parking placards, distribution of them, etc.), upkeep of content/printing of orientation manual, coordinating Board photos and setting up tours.
  • Respond to requests and inquiries from Board members in a timely manner.
  • Calendar management for Board members including informing, confirming availability and circulating calendar invitations to Trustees for meetings and events. Being the main touchpoint for Trustees and events, working with UHF’s event team to coordinate RSVP’s, invites, Trustee information etc.
  • Working on Annual Report to the Board including working with the Foundation Leadership for deliverables and content, scheduling timelines, scheduling President’s time for input and review, tracking and saving input from VP’s, attending and minuting planning meetings, printing & binding reports for AGM.
  • New Committee/Adhoc Committee implementation and reorganization (i.e. – Cyber Security Sub-Committee Governance).
  • In-depth governance work and diligence surrounding policies and procedures, Terms of Reference development, editing and adherence, and enforcement of proper board procedure and governance.
  • Review and analyze reports, studies and position papers and prepare briefing notes and recommendations for the President.
  • Prepare 1:1 Agendas between the Board Chair and President and gather all related information.
  • Administer and monitor the Board of Trustees budget.
  • Negotiate with vendors and contract management in relation to board activities.
  • Any other duties commensurate with this position as required, for which the post holder has the necessary experience and/ or training. 

Strategy Analyst:

  • Analyze relevant government and industry policy documents and trends.
  • Prepares a variety of briefings, annotated agendas, and analytic documents to inform the executive leadership team of emerging issues.
  • Assists in leading discussions with senior leaders and stakeholders to identify strategic matters and bring to the attention of the Executive Leadership Team.
  • Provide strategic and technical advice to the executive team to support informed decision-making on key strategies.
  • Liaises with the VP, Finance & Operations with relation to alignment of the annual planning process to the desired outcomes of the strategic plan.

Executive Administrative Support:

  • Provide cover-off support for the Executive Assistant which includes managing, maintain and prioritizing meeting requests for the President’s calendar.
  • Business writing and document formatting including emails, memos, letters, briefing notes, monthly and annual reports, summaries, proposals, PowerPoint presentations, etc.
  • Related to the work of the Board act as a liaison between the President and members if the Senior Management Team, foundation staff, UAH Physicians, Alberta Health Services staff, donors and Trustees.
  • Track, follow up and resolve all action items primarily related to the Board of Trustees in a timely manner, understanding that regular revisions and short deadlines are a regular occurrence.
  • Develop and sustain strong relationships with internal and external stakeholders including UHF staff and management, the hospital site’s medical and administrative staff, Board members, donors etc.
  • Track expenses for self and the President, related to Board of Trustees activities, preparation of monthly expense reports and credit card management. Tracking of President personal expenses (use of personal VISA, monthly parking, mileage).
  • On call evenings and weekends for text questions, questions about the next day or urgent items.
  • Together with the Executive Assistant continually work to enhance communications, support and efficiencies coming out of the administrative group. Co-lead (with the Executive Assistant) regular administrative meetings and communication initiatives.
  • Participate with UHF leadership in Operational Planning for the OP.
  • Annual Report to the Community – coordinating internal meetings, some minute taking, coordinating President’s schedule with the Executive Assistant to accommodate deliverables, review and edits, etc.
  • Any other duties commensurate with this position as required, for which the post holder has the necessary experience and/ or training.

Qualifications

Education:

  • Completion of a degree or diploma in Business Administration or Executive Assistant Clerical Program.

Experience:

  • Minimum 5 years’ experience in a senior level administrative position.
  • Experience supporting multiple Executive leaders.
  • Advanced knowledge of Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
  • Knowledge of CRA Standards relevant to issuing charitable receipts (tax deductible / split / business).
  • In-depth knowledge of Raiser’s Edge as related to gift processing policies and procedures, constituents, appeals, funds, donor documentation and queries is an asset.
  • Perform in a highly professional, efficient, and effective manner in a fast-paced environment.
  • Excellent verbal and written communication skills including extensive business writing experience.
  • Ability to analyze key information and distill information into key messages.
  • Ability to work in an environment which requires a high level of confidentiality and discretion.
  • Philanthropic spirit.
  • Strong organizational and planning skills.
  • Attention to detail and accuracy.
  • Ability to prioritize multiple and often competing tasks.
  • Flexibility in being able to respond to unscheduled high priority needs.
  • Creative problem solver with ability to discern stakeholder needs and take appropriate actions.
  • Ability to take initiative to independently begin, track and complete projects.
  • Ability to work effectively and go back to task in an environment that has frequent interruptions.
  • Proactively anticipate needs and issues and initiate appropriate actions.
  • Logical thinker who takes initiative to clarify information, discrepancies, or uncertainties.

COVID 19

The University Hospital Foundation has implemented a Vaccination (COVID-19) Policy. All employees, including new hires and volunteers, must be fully vaccinated against COVID-19 and provide proof of vaccination. Employees who cannot be fully vaccinated on the basis of a protected legal ground (e.g., medical, religious) may request an exemption.

If your application is successful, you will be asked to provide proof of vaccination or valid proof of exemption.

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