Operations Assistant

Competition 905

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 has a term length of 1 year plus 1 day with the possibility of extension and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - This role is hybrid with a mix of remote and in-person work 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 First Peoples 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 more than 14,000 faculty and staff, over 40,000 students and 260,000 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 International Network of Special Immunization Services 

The International Network of Special Immunization Services (INSIS) aims to address knowledge gaps in our understanding of the causes and risk factors of rare adverse events following immunization (AEFIs), as well as determine the best way to immunize individuals with a history of adverse event or risk factors for developing adverse events. INSIS strives to inform safety evaluation and risk-benefit assessment of new vaccines for emerging pathogens in low, middle and high-income countries through a multi-national, interdisciplinary platform for adverse event investigation, with a formal governance structure, data management core, and adversomics pipeline, and partnerships with experts in low and middle-income countries. The INSIS Network Management Office is based at the University of Alberta under the leadership of Dr. Karina Top and is responsible for overseeing the network’s scientific direction and administration.

Position 

Reporting to the Program Manager for the International Network of Special Immunization Services (INSIS), the Operations Assistant is an integral part of the team to provides senior administrative support for INSIS. The Operations Assistant follows standard practice and established procedures to perform duties.

As the primary resource and point-of-contact for administration processes, the incumbent is required to liaise with and provide information to INSIS stakeholders and department faculty members. Working in a busy environment, the incumbent is required to handle urgent situations appropriately and with sensitivity to the issue. The position facilitates office workflow ensuring deadlines are met and projects are completed on schedule. The Operations Assistant works to problem solve and actions the appropriate solutions on behalf of the Program Manager.

Duties 

Administrative Support:

• Provides administrative support and coordination of day-to-day activities for the Network Management Office (NMO)
• Communicate with the INSIS internal and external stakeholders, department, and University administrators, on behalf of the PI and Program Manager
• Maintains INSIS mailing lists, website, and filesharing platform
• Maintains complex calendars/schedules
• Composes routine correspondence for signature, tracking items to ensure timely action
• Reviews and prioritizes daily incoming correspondence and initiates or completes action where appropriate
• Coordinate INSIS meetings including scheduling, meeting invitations, liaising with guest presenters and meeting chairs
• Prepare meeting agendas and minutes for review by Program Manager
• Prepares presentation materials
• Prepares itineraries, makes travel arrangements, and coordinates travel & expense claims for reimbursement
• Maintain efficient electronic and paper filing systems and a documented system of finance filing and accounting records for INSIS activities
• Assist with tracking INSIS revenues and expenditures, subsite contracts and payments, reconciling of accounts
• Assist in the preparation of quarterly, semiannual and ad-hoc reports to funders
• Contact study sites to obtain financial reports, enrollment details
• Track INSIS activities including but not limited to, presentations, publications, media appearances across sites
• Ordering office supplies and software

Meeting Logistics:

• Coordinate all logistics aspects of the Annual meeting and other regional meetings, including negotiation of the venue contract, generating and maintaining rooming lists, choosing catering and AV options, organizing ground transportation for guests, making deposit payments, and scrutinizing and submitting the final invoice for payment
• Coordinate the travel reimbursement procedure for all trainees and guest speakers attending meetings, including setting restrictions, composing guidelines, collecting and scrutinizing copies of receipts, generating claim forms, and assisting with any claim questions after submission.

Project Management:

• Setting the agenda for monthly meetings (in conjunction with leads), recording meeting minutes, following up on action items, and fielding questions from presenters and potential new members
• Facilitate Annual Project Progress Reports by coordinating submissions from project members, writing some sections, and compiling the final version for submission
• Poll project members and schedule monthly teleconference meetings
• Schedule meetings and record minutes for other meetings as required, and follow up on action items

Financial:

• Reconcile monthly credit card statements by sourcing and compiling back-up paperwork and assigning item account codes.
• Track cash contributions and in-kind support from partners

Minimum Qualifications

• An undergraduate degree in a related field (an equivalent combination of education and experience will be considered)
• A minimum of 3 years experience working with and supporting Sr. Leadership (ex; Principal Investigator, Research Network lead, Chief Operating Officer, Associate Department Chairs)
• Proficient in online meeting platforms (Zoom, MS Teams)
• Computer proficiency in MS Office, Google applications, spreadsheet management, and Adobe
• Skills with U of A applications are preferred (PeopleSoft, Google, SupplyNet, Bear Tracks, Zoom, Microsoft Office etc.).
• Excellent communication (oral and written), interpersonal, organizational, problem solving and time management skills; meticulous attention to detail; ability to work in a team environment with multiple stakeholders
• Strong commitment to client service with a professional, positive approach

Preferred Qualifications

• Experience within a post-secondary environment and/or health services are preferred
• Skills with web design Squarespace or WordPress an asset
• Familiarity with contracts, budget materials, research, and legal documents is considered an asset
• Experience tracking and reporting budget spreadsheets, budget justifications, as well as overall project and subsite budget tables is considered an asset