Department Administrative Coordinator

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.

Location - This role is in-person. Work primarily takes place at North Campus, Edmonton.

The Department of Physics is an academic department with approximately 50 faculty, 20 TRAS academics, 30 Postdoctoral scholars, 30 support staff and160 graduate students located within the Faculty of Science, College of Natural and Applied Sciences. We offer a dynamic learning and research environment with a dash of community outreach.

Reporting directly to the Academic Department Manager the Department Administrative Coordinator is part of a dedicated and busy administrative team and serves as a primary point of operational and administrative contact for the faculty, staff and students in the Department of Physics. This position coordinates and completes a wide variety of operational and administrative processes including: finance, billing, travel and expense management, human resources & payroll, purchasing and receiving, and assistance with administrative processes like management of photocopiers, workstation cleaning and assignment and keys.

• Initiates and maintains end-to-end payroll transactions and ensures payroll deadlines are met for support positions, undergraduate scholarships, Trust & Research Academic Staff and provides support for all human resources transactions which includes: appointments, leaves, terminations retirements and annual reviews and salary and benefits adjustments and other tasks as required.
• Initiates and maintains end-to-end finance transactions for the unit including but not limited to, deposits, internal & external billing, journal vouchers and other financial transactions. The position also works with researchers to clear over-expenditures, correct any errors and escalate any complex issues to the appropriate level.
• Assists with purchasing and receiving, managing key deposits, refunds and departmental key records listing, assists with managing workstation assignments and clean out and supporting various administrative initiatives as they arise.

• Minimum diploma in Business Administration, Human Resources, Accounting/Finance or relevant field of study.
• 2-3 years in postsecondary administrative support with accounting or human resources focus.
• Demonstrated proficiency on a Windows operating system, MS Office applications and the Google Suite applications.
• Ability to maintain positive, professional and collaborative relationships with all stakeholders at all organizational levels.
• Excellent problem-solving and written communication skills, including the ability to investigate, analyze and resolve issues.

Preferred Qualifications

• Working knowledge of Peoplesoft (HCM, Financials, and Campus Solutions) and SupplyNet purchasing software.
• The capacity to handle multiple assignments and changing priorities effectively and efficiently with minimum supervision.
• Excellent interpersonal skills with an ability to work collaboratively and effectively with others in a team environment.

Application Instructions

Click "Apply Now" to submit your resume and cover letter. Please explain how your experience makes you the best candidate for the advertised position.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.