Assistant Department Administrator – University of Alberta

Title of the Job: Assistant Department Administrator

Location: Edmonton, AB

Job Description: DescriptionThis position was previously posted. Prior applicants need not apply again.This position is a part of the Non-Academic Staff Association (NASA).This position offers a comprehensive benefits package which can be viewed at: .Location – This role is hybrid with a mix of remote and in-person work 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 FirstPeoples 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 OphthalmologyThe Department of Surgery has 15 divisions and offers programs in undergraduate, graduate and postgraduate studies. The department also includes many other research groups who contribute to cutting edge advancement in areas such as transplantation, joint preservation and regeneration and surgical simulation technology. Founded in 1922, the department has been a leader in its field, striving to achieve a balance between technology and the human element that defines the art of surgery. The overarching mission of the department is to restore health through surgical intervention, and to remember that patient dignity and comfort are integral to overall health. Further information on the department can be found at www.ualberta.ca/surgery.The Department of Ophthalmology and Visual Sciences consists of over 40 ophthalmologists who work as physicians and surgeons and have teaching appointments with the Faculty of Medicine and Dentistry.The department has a vibrant teaching and learning environment with a strong commitment to undergraduate medical education, postgraduate medical education (residency and fellowship programs, including support for global health) and graduate student education. Research takes place within a highly collaborative environment for both fundamental and translational research and builds on inter-departmental strengths in neurobiology, developmental biology, vascular biology, and molecular genetics of vision. Clinical research strengths include clinical trials, ocular genetics, electrophysiology and tele-ophthalmology. Further information can be found at www.ualberta.ca/ophthalmology.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 focussed 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 Suite

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 October 25, 2024, Edmonton, Alberta local time.

Company Name: University of Alberta

Salary: $47918.92 – 64697.48 per year

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