Assistant Department Administrator

Job title: Assistant Department Administrator

Company: University of Alberta

Job description: DescriptionThis position is a part of the Non-Academic Staff Association (NASA).This position offers a .Location – This is role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.Working at the University of AlbertaThe 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 a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.Your work will have a meaningful influence on a fascinating cross-section of people – from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. .Working for the Departments of Surgery and Ophthalmology and Visual SciencesWould you like to be part of a high functioning supportive team that strives to provide excellent customer service and excels in problem solving? Then the Departments of Surgery and Ophthalmology and Visual Sciences might be right for you!The Department of Surgery is a large vibrant department that is a leader in cutting edge research in areas such as transplantation and surgical simulation technology. Combined with a strong commitment to training the surgeons of the future a new challenge is always just around the corner.The Department of Ophthalmology and Visual Sciences has a strong residency program and supports both fundamental and translational research. Another strength is the inter-departmental relationships with neurobiology, developmental biology, vascular biology, and molecular genetics of vision.PositionThis position will provide support to the Departments of Surgery and Ophthalmology and Visual Sciences including ADM, the Department Administrators, as well as assisting with departmental events. This position will significantly support the Department of Ophthalmology and Visual Sciences but will be an integrated part of the Surgery administrative team.DutiesFinance Support: (30%)

• Creates purchase orders as required
• Supply net ordering
• Submission of coding of Alberta Health Fellowships payments to staff services
• New accounts receivable customer set up
• PGME grant tracking
• P-card reconciliations
• Creation of Award Letters
• Support and back up the finance focused Department Administrator
• AP/JV’s

Human Resources Support: (30%)

• Creation and maintenance of CCID’s
• Distribution and submission of performance appraisals
• Clinical Faculty appointment follow up
• Vacation balance monitoring
• Support and back up HR focused Department Administrator

Research Support: (30%)

• Create grant amendments and proposals
• Monitor monthly balances for over expenditures
• Work with researchers to determine how to clear over expenditure
• Facilitate departmental awards and communicate with Research Committee
• Track patients for clinical trials to facilitate billing
• Organize documents for investigator binders

Other: (10%)

• Planning of, attendance at, and assistance on day of departmental events
• Coordination of catering, room rentals, etc. for departmental events
• Support and maintain departmental intranet
• Assists with drafting and maintaining departmental process documents and procedure manuals
• Additional duties as required

Minimum Qualifications

• Postsecondary certificate or diploma in Accounting, Business Administration or a related field
• Minimum 2 years of related finance and human resources experience preferably in a large complex environment
• Computer proficiency in MS Windows Office applications (Excel, Word, Outlook, and PowerPoint) and knowledge of PeopleSoft Financial modules and well as Google Workspace

Preferred Qualifications

• Working knowledge of University of Alberta policies and procedures is extremely advantageous
• Experience with Researcher Home Page and eTrac is an asset

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.We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.Note: This opportunity will be available until midnight February 21, 2025, Edmonton, Alberta local time.

Expected salary: $47918.92 – 64697.48 per year

Location: Edmonton, AB

Job date: Sun, 09 Feb 2025 02:42:17 GMT

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