General Administrator - Grande Prairie

Competition 2511

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 at the Northwestern Polytechnic Health Education Centre in Grande Prairie.

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 Northern Alberta Medical Program

The Northern Alberta Medical Program (NAMP) offers medical students the unique opportunity to complete their education in Grande Prairie and communities across northern Alberta.

Students will gain hands-on experience in northern communities while earning their MD from the University of Alberta. NAMP is hosted by Northwestern Polytechnic (NWP) in Grande Prairie, AB. NWP and U of A will welcome the first cohort of medical students in Fall 2025.

Funded by the Government of Alberta, NAMP is part of a broad provincial strategy to improve healthcare in the North and address physician shortages in underserved areas.

Research shows that students who train in rural and regional settings are more likely to practice there after graduation. By educating future physicians in northern Alberta, NAMP aims to improve access to healthcare across the region.

Position Summary

The General Administrator provides a wide range of administrative and program support for the Northern Alberta Medical Program (NAMP) and the Postgraduate Medical Education (PGME) Office including assisting with matters relating to the Physician Education Development (PED) grant and specialized administrative support to the Managers for program-specific services. The PGME Office is responsible for the administration of over 950 trainees in over 60 accredited training programs within the Faculty of Medicine and Dentistry in the College of Health Sciences.

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 Managers, NAMP/PGME and in collaboration with leadership, this position requires high levels of communication, organizational and interpersonal skills. Equally important and required, the individual in this position would have the ability to take initiative, decision making and proactivity skills, be creative, and thrive in a highly demanding and fast-paced demanding environment.

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 university policy.

Duties 

• Maintain accurate records of trainee, faculty, and staff interactions across internal systems, ensuring data quality and consistency.
• Support Managers and Finance Partner with finance-related administrative tasks including purchase orders, invoice processing, journal vouchers, and vendor payments.
• Create, maintain, and analyze spreadsheets and databases; generate standard, ad-hoc, and customized reports to support operational and strategic decision-making.
• Coordinate annual PGME clinical teacher payments, including merit rank validation, duplication checks, and list verification in collaboration with multiple stakeholders.
• Administer NAMP preceptor payments and serve as the first point of contact for inquiries; ensure payments are tracked, processed, and verified using systems such as SupplyNet.
• Manage appointment and stipend processes in Alfresco Process Services (APS); ensure timely initiation, approval, and payment of faculty and leadership appointments.
• Provide system support as a Faculty Administration Records Management (FARM) database superuser; contribute to reporting enhancements and serve as a knowledge resource for information tracking.
• Prepare and process travel and expense claims; monitor outstanding items and ensure compliance with timelines, funding guidelines, and policy.
• Draft routine communications, letters, and reports; contribute to presentations and documentation to support meetings, events, and accreditation activities.
• Collaborate across teams to support recruitment, onboarding, payment processing, and general administrative functions; provide coverage and escalate complex issues as needed.

Minimum Qualifications

• Minimum diploma in Business Administration, Management or other related areas. An equivalent combination of education and experience will be considered.
• Five years of increasingly responsible administrative experience.
• Computer proficiency in a Windows environment using MS Microsoft applications (Word, PowerPoint, Excel).
• Advanced experience with Google Workspace (Mail, Drive, Docs, Sites, Calendar, Meet).
• Familiar with a variety of other electronic platforms and software an asset (e.g. Zoom, Adobe Acrobat Pro, Campus Solutions, Peoplesoft, SupplyNet, TEMS, etc.).
• Effective interpersonal skills with the ability to interact and work with diverse individuals and organizations.
• Demonstrated excellence in written communication, including editorial, proofreading, and oral communication skills, with a high degree of accuracy, attention to detail, and discretion.
• Strong organizational, planning, and prioritization abilities; adept at managing complex tasks independently while navigating a dynamic work environment.

Preferred Qualifications 

• Good working knowledge of University of Alberta policies, procedures and guidelines an asset.
• Two to three years of progressive experience in an academic environment; involvement with medical education an asset.