Department Administrative Coordinator

Competition 2225

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta 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 has a term length of 13 months and offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and 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 Department of Chemistry

The Department of Chemistry at the University of Alberta is internationally recognized for its outstanding teaching and research. Equipped with state-of-the-art facilities, including comprehensive service laboratories and technical shops, the Department serves as a center for scientific education, innovation, and discovery. The Department’s administrative team plays a vital role in supporting its teaching, research, and community service activities.

Position Summary

Reporting directly to the Academic Department Manager, the Department Administrative Coordinator will serve as the primary point of operational and administrative contact for faculty, staff, and students in the Department of Chemistry. This position coordinates, oversees, and performs a wide variety of finance, HR/Payroll, and operational support and administrative activities.

This position carries with it a high level of independence and responsibility as it is relied upon for judgment, recommendations, and resolution of both HR/payroll and financial administrative issues. It requires decisiveness, quick action based on solid analysis and evaluation. Data integrity, timeliness, and completeness of financial information are imperative to this position’s responsibility.

Duties 

Human Resources (HR)/Payroll Administration:

• Coordinates and initiates various activities (eForms/ePAFs, speed code change requests, one-time payments, leave requests, responsibility/acting pay, position information change forms, appointment/re-appointment requests, terminations, etc.)
• Initiates, tracks, and metrics all payroll transactions into Shared Services and ensures payroll deadline dates are met
• Troubleshoots, resolves and responds to escalated staff inquiries regarding payroll and Benefits
• Ensure all departmental hiring requests are approved by unit head prior to initiation (budget control, conflict of interest, salary scale, category of hire, scope review) and once initiated, ensure completion
• Tracks and ensure probation/trial period reviews are completed and papered in advance of end of probation/trial period, and escalate as needed in the event of non or unsatisfactory completion
• Coordinates and assists with undergraduate student work placement programs
• Assists with the coordination of faculty and Academic Teaching Staff appointments, reappointments, and promotions

Finance Administration:

• Initiates, tracks, and follows up with all unit finance transactions into Shared or Financial Services and ensures completed and fully compliant with UAPPOL
• Initiates journal vouchers for area transactions in coordination with the Finance partner
• Assists with the administration of deposits, Moneris processing, and ad hoc deposits to Financial Services
• Coordinates and processes internal and external billings for unit
• Reviews transactions and supporting documentation to ensure accuracy, policy compliance, and proper authorization
• Manages overextended trust accounts in consultation with trustholder/budget holder
• Identifies, troubleshoots, and resolves transactional issues and escalates complex matters to the Staff Service Centre or Financial Partner as needed

Area Operations:

• Assigns building security access, such as keys or ONEcard, as appropriate and as reflective of employment and/or affiliation
• Manages key deposits, refunds, and related departmental key records database

Minimum Qualifications

• Minimum Diploma in Business Administration, Human Resources, Accounting/Finance, or a relevant field of study
• 1 to 2 years work experience in an administrative, payroll, and/or financial capacity
• Advanced computer skills and proficiency in a Windows environment using MS Office applications (Word and Excel), Google Workspace Apps, and other applications (Adobe)

Preferred Qualifications

• Working Knowledge of PeopleSoft (HCM, Financials, and Campus Solutions) is an asset
• Ability to exercise diplomacy, discretion, and tact in highly confidential and sensitive personnel and budget matters
• Superior problem-solving and critical thinking ability supplemented with strong organizational and time management skills
• Competency to make appropriate decisions under pressure while maintaining professionalism and confidentiality
• The capacity to handle multiple assignments and changing priorities effectively and efficiently with minimal supervision
• Strong initiative and action-oriented with a sense of urgency to get things completed
• Excellent interpersonal skills with an ability to work collaboratively and effectively with others in a team environment
• Excellent communication skills, including the ability to express ideas and recommendations clearly and concisely, both orally and in writing, in a manner appropriate to the audience
• Exceptional written skills, composition, editing, and proofreading