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

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - Work will primarily take place at North Campus Edmonton. This role is in-person.

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.

Working for the Department/Faculty

The Faculty of Medicine & Dentistry at the University of Alberta is dedicated to providing learner-centred educational programs that meet the health-care needs of our communities.

Position

The Office of Education (OoE) General Administrator provides a wide range of specialized administrative support, including assisting with matters related to the Office of Rural and Regional Health (ORRH), the Learning Design Studio, the Office of Advocacy and Wellbeing, as well as Undergraduate Medical Education.

The OoE General Administrator is a problem-solver, using university policy, procedures, guidelines or processes as well as direction from academic and administrative leaders to help bring initiatives to life.

The position works both independently and within a team structure to administer many detailed complex tasks and projects. Under minimal supervision and through the direction of the OoE Manager, and in collaboration with the various Academic leaders, this position requires high levels of communication, organizational and interpersonal skills.

We are looking for applicants who can take initiative, have strong decision-making skills, and thrive in a highly demanding and fast-paced environment

Duties

PROGRAM OPERATIONS

• Provides administrative support to the Manager and Finance Partner as it relates to HR and Finance
• Assists account holders in budget preparation, financial reports, analyses and forecasts to ensure short and long-term Departmental goals are met; completes uPlan entry
• Assists in budget reconciliation
• Completes departmental monthly, quarterly and yearly reporting in collaboration with Central Finance, including general ledger, journal vouchers, grant reports, indent generation and tracking
• Provides guidance and assists users with the initiation of routine financial transactions; escalates issues to Team Lead, Staff Service Centre, Finance Partner and/or Manager as required
• In collaboration with Central Finance, liaise and train preceptors/Research/surgeons in financial reporting requirements, account regulations, systems and tools
• Responsible for Preceptor Payments for the ORRH:
• Including set up, invoicing, PO creation and tracking, using systems including SupplyNet, SMS, annual renewals
• Acts as first point of contact for preceptor inquiries

PROCESS INITIATION

• Coordinates and initiates purchase orders and completes all departmental invoicing and vendor payments
• Manages and reconciles department purchasing cards
• Initiates and monitors Travel and Expense claims
• Completes bill back recoveries
• Completes SupplyNet purchases
• Identifies, troubleshoots and resolves transactional issues
• Monitors and assists in renewal of software licenses
• Submits TEMS requests
• Initiates summer-student awards payments

ACADEMIC ADMINISTRATION

• Renews and creates appointments for a variety of employment types in the APS system
• Assists in onboarding and offboarding staff
• Supports recruitment initiatives in accordance with University policy and procedures
• Completes CCID paperwork for new, renewals and guest access
• Initiates eForms, PIFs, PAFs
• Utilizes and consults FARM to record and retrieve resident information for program administrators and directors

COMMUNICATION

• Serves as the first point of contact for Departments/units; responds to inquiries in person, by phone, by email and other channels and determines appropriate action required
• Manages general department email inboxes, as required
• Participates in the preparation of presentations

GENERAL ADMINISTRATIVE SUPPORT

• Assists with office supply procurement, special printing requests
• Performs related administrative tasks as assigned, including file management and drafting/generating routine communications
• Assists with travel arrangements for visitors, processing honorariums and expense payments for events and guests
• Issues work orders and facilities repair orders
• Works as a team player and assists other team members as required
• Performs other duties as required

Minimum Qualifications

• Minimum diploma in Business Administration, Accounting, Management, Finance or related field
• Two to three years of progressive experience in a post-secondary academic environment
• Five years of increasingly responsible administrative experience
• Equivalent combination of education and experience may be considered
• Demonstrated proficiency with administrative support systems such as One45, Peoplesoft, SupplyNET, Cascade MS Office (Word, PPT, Excel), Google Workspace applications, Adobe Acrobat Pro, Campus Solutions, TEMS, etc
• Demonstrated ability to develop and maintain positive, professional, collaborative working relationships with a variety of stakeholders at all organizational levels
• Demonstrated ability to work independently and collaboratively
• Demonstrated ability to manage time and workload effectively and meet deadlines
• Demonstrated ability to apply and adhere to strict confidentiality guidelines, FOIPP, records management protocols, and all relevant university policies
• Exceptional written and oral communication skills
• Strong accuracy and attention to detail
• High level of tact and discretion; must be able to maintain absolute confidentiality
• Robust organizational and planning skills
• Proven ability to prioritize and manage multiple and diverse tasks under minimal supervision
• Ability to deal with a complex work environment spanning multiple delivery areas

Preferred Qualifications

• Previous involvement with medical education is an asset
• Good working knowledge of UofA and RCPSC policies, procedures and guidelines, and involvement with medical education and administration
• Good working knowledge of policies, procedures and guidelines related to programs and services adjunct to medical program administration, for example, Learning Design Studio, Office of Advocacy and Wellbeing
• Familiarity with fee-for-service/cost recovery business models is a definite asset
• In your cover letter, please indicate your experience and why you are interested this position.

How to Apply