Position Type – Full Time – Operating Funded
Salary Range – $46,627 to $62,954 per year
Grade – 07
Hours – 35
This competition is restricted to internal applicants of the University of Alberta. Please indicate your internal status using the “Advertisement” drop down menu when applying.
This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.
Reporting to the Faculty General Manager (FGM) and working closely with the administration in the Dean’s office, this position provides key support to the successful operation of the Faculty of Science.
Acting as the first point of contact for the Dean’s office transaction support, the Faculty Administrative Coordinator (FAC), will initiate and complete core operational activities in the areas of communications, events, human resources and finance.
This position will have a key role in providing all logistical support when it comes to Science sponsored events.
In all facets of this role, this position endeavors to integrate and advance the University’s commitments to equity, diversity and inclusivity. This new position is in alignment with the U of A for Tomorrow model.
Duties:
Communications
Drafts and/or generates routine communications based on straightforward information for supervisor review.
Screens, directs, and processes phone, electronic and in person queries.
Area Operations
Creates and maintains spreadsheets and/or databases. Prepares standard and ad-hoc reports for the Faculty. Designs and develops customized reports for specific needs.
Manage area specific processes or events (e.g. award submission, social event, etc.)
Will work with supervisor to look at process optimization with Dean’s office and departments.
Process Coordination/Initiation
Initiates purchase requisitions, purchase orders and invoices through SupplyNet. Initiates vendor payments.
Requests Credit Cards for new staff through the Staff Service Centre as required. Performs credit card verifications and reconciliations
Initiates travel and expense claims for leadership when required.
Reviews individual transactions and supporting documentation for accuracy, compliance to policy and appropriate authorizations.
Provides guidance and assists users with the initiation of routine financial transactions. Escalates issues to the Staff Service Centre or assigned Financial Partner.
Initiates transactions in conjunction with associated finance and/or HR resources to make adjustments.
Initiates appointments of Teaching Assistants and Graduate Research.
Handles the logistics around all non-central run events for the Faculty
Knowledge:
Diploma in business administration is required; equivalent combinations of education and work experience may be considered.
Minimum 3 years administrative work experience in a post-secondary setting.
Computer proficiency in a Windows environment using MS Office (Word, PowerPoint, Excel) and Google apps (Calendar, mail, Drive, Sites, Groups). Experience with PeopleSoft, Alfresco, Data Warehouse, Cascade, Concur, SupplyNet, TEMS, and KACE System management and Area Access manager will be an asset.
Excellent verbal and written communication skills are required to ensure effective liaison and interactions with Science departments, Chairs, central administrative units, faculty members and other academic staff.
Knowledge of relevant University academic policies and procedures.
Excellent communication, interpersonal and organizational skills.
Ability to develop proficiency with University academic collective agreements.
How to Apply
Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.
COVID-19 Vaccination: Proof of full vaccination against COVID-19 in compliance with the University’s COVID-19 Vaccination Directive. Fully Vaccinated means a status an individual achieves 14 days after having received the recommended number of doses of a COVID-19 vaccine approved by Health Canada or the World Health Organization, and requires the individual to maintain the recommended number and type of vaccine doses as updated and required by Health Canada thereafter.
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