Department Coordinator - Family Medicine

Competition 1243

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 log in to verify your internal candidate status.

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 hybrid with a mix of remote and in-person with on site work taking place 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 Department of Family Medicine

The University of Alberta Department of Family Medicine is a top school for Family Medicine in Canada. As a department we are responsible for educational innovations and research that have been adopted across Canada and internationally. We are innovative and creative thinkers, producing high-quality work. We are a learning organization, constantly seeking to improve how we do what we do for our learners, patients, and communities.

Working as Department Coordinator

The Department Coordinator will provide a wide range of HR transactional and administrative support to the Operations Lead, Academic Department Chair, Academic Department Manager, Associate Chairs, Directors, faculty, staff, and students of the department. They will be the first point of contact to the Department for all human resources related requests, and will contribute to implementing consistent HR processes across the Department.

Duties

Initiates employment contracts and documentation for a variety of  roles that fall into the categories of: The Association of Academic Staff of the University of Alberta, Non-Academic Staff Association, Student, and Postdoctoral Fellow positions. These duties are: 

• Providing advice to supervisors or HR-related processes
• Developing job postings, initiating appointments, and coordinating the Department's hiring process
• Submitting documentation to the Staff Services Centre for processing as required
• Reviewing and submitting extensions or off-boarding for expiring employment contracts
• Coordinates required form signatures, where appropriate, and initiates forms submissions for processing
• Completes CCID paperwork for new, renewals, and guest access
• Maintaining department personnel files
• Collaborates with Operations Lead, Academic Department Manager, and Alberta Health to initiate documentation and contracts for AMHSP and CARP physicians.
• Assist with coordinating and successfully on-boarding of new employees to the department
• Collects and analyzes HR metrics relevant to program areas and the department, and prepares reports for leadership.
• Provides comprehensive administrative support to the Awards Committee in adjudicating the various internal and external awards available to departmental faculty, residents, and medical students

Minimum Qualifications

• High school diploma 
• 3 years of administrative experience.
• Experience with Microsoft Office, Adobe Acrobat, and Google Workspace.
• Excellent organization, multi-tasking, and time management skills
• Excellent communication (written and oral) and interpersonal skills
• Ability to work independently, in high-volume environments, with minimal supervision

Preferred Qualifications

• Post-secondary diploma/certificate related to Human Resources, or Business Administration 
• Experience within a unionized workplace, preferably within post-secondary education sector or related.
• Experience using PeopleSoft