University of Alberta Hiring For Department Administrator at Edmonton, AB Full Time

This competition is open to all applicants however internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please indicate your internal status using the “Advertisement” drop down menu when applying.

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Working for the University of Alberta

The 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 teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Department/Position Summary

Reporting to the Academic Department Manager (ADM) and working closely with the departmental leadership team, this position provides key support to the successful operation of the Department of Psychology.

The Department Administrator will initiate and complete, when required, core program operational activities in the areas of communications, events, building security, human resources and finance.

This position will act as a general administrator for department members and shall provide assistance on how to navigate through the University of Alberta processes, policies, and procedures, predominantly in human resources and financial areas. The incumbent will play a critical role to resolve issues, remove barriers and provide support in delivery of teaching and research in the Department of Psychology.

In all facets of this role, this position endeavors to integrate and advance the University’s commitments to equity, diversity and inclusivity. This position understands, fulfills, and promotes the health, safety and environment responsibilities identified in university policies and procedures.

This new position is in alignment with the U of A for Tomorrow model.

Duties

Process Coordination & Initiation

• Provides guidance and assists users with the initiation of routine transactions in consultation with the ADM, HR Partners, Finance Partners, or External Engagement Partners, as required.
• Initiates transaction flow for various talent acquisition functions such as position evaluation, writing postings, and the recruitment process.
• Supports recruitment processes for a wide range of employee types, from tenure-track faculty, ATS, Postdoctoral Fellows and NASA appointments.
• In collaboration with faculty members, assists with the invitation process for visiting scholars and provides consultative support relating to immigration processes and regulations.
• Issues appointment letters for NASA, AASUA, and Postdoctoral Fellows when necessary.
• Initiates transactions for human resource processes and payments including submission of ePAFs and honoraria.
• Provides guidance and assists users with the initiation of routine financial and/or human resource transactions, including eForms/APS, PIFs, PAFs, contract requests, internal/external billings, salary and benefits adjustments, etc.
• Troubleshoot, resolves and/or escalates to the Staff Service Centre or assigned Financial Partner and/or HR Partner, when applicable.
• Initiates purchase requisitions, purchase orders and invoices through SupplyNet and initiates vendor payments.
• Requests corporate credit cards for new staff through the Staff Service Centre, as required.
• Assists with the administration of petty cash and manages faculty deposits with Cashier Services.
• Sundry administrative assignments as needed.

Program Operations

• Provides various monthly or quarterly operational reports, as required, to the Academic Chair, ADM, Associate Chairs and Program Directors.
• Organizes meetings, conferences, seminars and special events on behalf of the area/program(s), as required.
• Provides administrative support for departmental initiatives, events and conferences.

Communications

• Drafts and/or generates routine communications; gathers institutional information from office records to draft emails, memos, and other documents.
• Gathers information from office records to draft emails, memos, and other documents for supervisor review.

Facilities

• Assists with building access and manages keys distribution and collection.
• Initiates and follows up with the appropriate University units with respect to building security and maintenance issues, as needed.
• In consultation with the ADM, manages office assignments for Postdoctoral Fellows, ATS, visiting scholars, and graduate students.

Qualifications

• Diploma (preferably a diploma in business administration, accounting or human resources) is required.
• Minimum of two to three years progressively responsible operational support experience, administrative, preferably in a in a post-secondary setting.
• Adaptable, agile, and technologically savvy; strong proficiency with MS Office Suite, Google Workspace, and PeopleSoft Human Capital Management, Financials, Campus Solutions, and SupplyNet applications.
• Ability to coach and take a consultative approach to effectively interact with clients.
• Demonstrate ability to develop and maintain positive, professional, and collaborative working relationships with stakeholders at all organization levels.
• Knowledge of the University of Alberta’s policies, procedures, and collective agreements is an asset.
• Strong organizational skills with a high level of accuracy and attention to detail.
• Demonstrate ability to work independently and to be self-aware.
• Ability to make timely decisions and act on individual initiative in a fast paced environment.
• Demonstrable competencies in the areas of: Results orientation, leadership, organizational understanding, teamwork, and flexibility.
• Demonstrate ability to apply and adhere to strict confidentiality guidelines, FOIPP, records management protocols and all relevant University policies.

How to Apply