Faculty Administration Coordinator

Competition 1217

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 - This role is in-person at North Campus Edmonton.

Working at 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 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. Learn more.

Working for the Faculty of Kinesiology, Sport, and Recreation

Join the Faculty of Kinesiology, Sport, and Recreation at the University of Alberta, ranked in the top 15 globally for sports-related subjects by QS! We offer programs for 1400 undergraduates and 130 graduates, including four undergraduate degrees, three Master's programs, graduate certificates, and a world-class PhD – each blending the art and science of human movement, performance, and play. Our community is built on collaboration, integrity, and respect, with the primary goal of creating a supportive environment where students, faculty, and staff can excel. We lead the way in innovative education, research excellence, and impactful partnerships that promote sustainable physical activity and leisure. Join a community that inspires and is inspired by movement!

Position 

Reporting to the Faculty General Manager, the Faculty Administration Coordinator will act as the primary administrative support in the areas of Finance and HR. Acting as the first point of contact within KSR, this role assists the community with navigating and understanding new processes, policies, and procedures implemented through the SET initiative, and has the responsibility to assist in resolving issues, removing barriers, and providing support in these areas. 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 the University Policy.

The Faculty Administration Coordinator will be the primary transactional support for Faculty financial matters. This includes supporting our revenue generation and international partnership activities, such as Beijing Sport University and Fitness Testing. The position will be required to assist in the management of financials for these areas and also be tasked with ensuring that billing/invoicing is done in a timely manner.

Supporting HR activities, the Faculty Administration Coordinator will be a reliable source of information for the Faculty with respect to HR processes on campus, including but not limited to, hiring and recruitment practices.

The position will be required to anticipate daily fluctuations in workload in terms of volume and variety, as well as independently prioritize their workload to meet the expectations and timelines from all areas the position services. This position requires primarily in-person work.

Duties 

Finance Operational Support (includes but is not limited to):

• Performs financial data gathering and report generation for leadership review and analysis
• Demonstrate an understanding of PeopleSoft, SupplyNet and University enterprise applications
• Acts as a resource to faculty with respect to any queries on both internal and external financial management policies and processes including: UAPPOL, Financial Service processes, Staff Service Centre processes, audit documentation requirements, and GST regulations
• Complete APJV, GLJE, SBA and other routine financial transactions as required
• Internal and external invoicing: includes creation of vendor accounts, preparation of invoices, management of external contracts, monitoring payments, liaison with Staff Service Centre and Financial Services (including Faculty, Beijing Sport University, Fitness testing etc.) including follow up on aged AR items
• Establish PO’s, process and pay vendor invoices and query and analyze outstanding PO’s through SupplyNet
• Creates/processes indents for the Faculty

HR Operational Support (includes but is not limited to):

• Advises faculty and staff on requirements of relevant collective agreements (NASA/AASUA/GSA/ETC)
• Creates and maintains record of appointments for sessional instructors and teaching assistants
• Understand and communicate, when necessary, the differences in job types and classifications
• Assist the hiring manager with the completion of position evaluations and job descriptions prior to review by the HRP

Other Operational Support (includes but is not limited to):

• Assist other Faculty Administrative staff on emergent/time sensitive projects and issues as needed

Minimum Qualifications

• Diploma (preferably in business administration or accounting)
• 2-3 years of progressively responsible operational support experience, preferably in a post-secondary setting
• Experience in completing routine financial transactions, as stated above
• Proficiency in Peoplesoft HCM, Financials, Campus Solutions, Supplynet, MS Office, and Google Applications
• Excellent computer skills including proficiency in use of database, spreadsheet, and word processing software
• Demonstrated ability to develop and maintain positive, professional, collaborative working relationships with all stakeholders at all organizational levels
• Demonstrated ongoing excellent communication with all stakeholders from a wide variety of cultural backgrounds
• 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
• Demonstrated knowledge of the University of Alberta policies and procedures are considered an asset