Assistant Department Administrator

at  University of Alberta

Department Faculty of Medicine & Dentistry - Surgery Dept
Salary range $47,918.92 to $64,697.48
Hours per week 35
Grade 7
Posted date February 7, 2025
Closing date February 21, 2025
Position Type Full Time - Operating Funded

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

Finance 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