Operations Support Assistant

Competition 1856

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

This position offers a comprehensive benefits package.

Location - This role is in-person. Work primarily takes 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 Faculty of Medicine & Dentistry

The Faculty of Medicine & Dentistry is one of Canada’s premier health education institutions and has been internationally recognized among the world’s top 50 medical schools. The University of Alberta has been ranked amongst the top 100 teaching and research universities in the world serving over 39,000 students with more than 15,000 faculty and staff. The University has an annual budget in excess of $1.7 billion and attracts significant external funding. The Departments of Anesthesiology & Pain Medicine, Critical Care Medicine, and Emergency Medicine, within the Faculty of Medicine & Dentistry, are growing research and education-focused Departments. All three Departments have fully accredited Royal College of Physicians and Surgeons of Canada residency programs.

Position Summary

Under the direct supervision of the Academic Department Manager (ADM), this position is responsible for providing financial administration (General & Research) and Human Resource Support within the Departments of Anesthesiology, Critical Care Medicine and Emergency Medicine. The responsibilities are carried out with independent initiative and tact and discretion must be exercised with certain complex and sensitive tasks.

Duties 

Research Finance Support

• Assists Principal Investigators and their teams in the management of research accounts
• Investigates issues and liaises as necessary between researchers, administrators, ADM, RSA
• Submits research project end date amendments in Researcher Home Page
• Communicates to RSA research invoicing requests

Department Finance Support

• Reconciles accounts (Operating/Trust) including troubleshooting transactional issues and reconcile financial transactions, addressing over-expenditures as needed
• Initializes indents and invoicing
• Processes Accounts Receivable invoices/deposits
• Runs other PeopleSoft Financial queries and formats in excel using pivots tables for the ADM’s review
• Back-up for fellowship billing via Clinic Aid

Human Resources Support

• Prepares recruitment forms for ADM review and finalization
• Creates appointment letters for new staff
• Completes eForms in HCM for new hires, extensions, combo code changes, transfers
• Monitors payroll accounts and initiates corrections/recoveries as needed
• Investigates any payroll issues with central HR, ADM and FP

Qualifications

• Business diploma or Accounting diploma
• Proficiency in Microsoft Office (word and excel), Google Applications
• 3 – 5 years in an accounting-related role with significant responsibilities in account reconciliation
• Experience using PeopleSoft applications: Financials, HCM, Campus Solutions, SupplyNet
• Excellent communication (oral and written)
• Excellent interpersonal, organization and time management, accuracy and attention to detail
• Demonstrated ability to perform independently or in a team environment
• Requires critical thinking
• Current or previous experience in administration at the University of Alberta is an asset
• Strong commitment to confidentiality and professionalism

Thank you for your interest in joining the University of Alberta. The University will be closed from Tuesday, December 24, 2024, at 4:30 PM to Thursday, January 2, 2025, at 8:00 AM. Communication regarding the next steps in the recruitment process will be delayed during this time. We appreciate your patience and understanding.