Operations Assistant

3 weeks ago

Edmonton, Canada University of Alberta Full time

**Department** Faculty of Rehabilitation Medicine - Rehabilitation Medicine

**Salary range** $51,821.52 to $70,382.74 per year

**Hours per week** 35

**Grade** 8

**Posted date** April 12, 2024

**Closing date** April 22, 2024

**Position Type** Full Time - Operating Funded

**Description**:
This position is a part of the Non-Academic Staff Association (NASA).

This position has an expected end date of June 30, 2025 and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

**Location - **Work primarily takes place at North Campus, Edmonton. This role is hybrid with a mix of remote and in-person.

**Working for 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.

**Position**

The Faculty of Rehabilitation Medicine is seeking an experienced professional to fill the role of Operations Assistant - HR. Reporting to the Manager, Administrative Services, the position is responsible for supporting human resource activities within the faculty per area of responsibility, and as assigned by the Manager, or in support of faculty HR and finance Service Partners. Extensive knowledge of University of Alberta collective agreements, HR policies and procedures, and HR systems is required to provide advice to faculty members, staff, and students and to work with Shared Services to provide timely and accurate service.

**Duties**

HR Operations

The Operations Assistant - HR provides a wide variety of HR activities within the faculty including:

- Initiates transaction flow for all HR lifecycle processes across faculty, staff and student agreements both operating and trust.
- Supports leave processes: providing advice to supervisors, connecting with Homewood Health, processing required documentation.
- Demonstrates an understanding of University HR policies and procedures and advises staff, student and Faculty members where to access services.
- Assist the Faculty General Manager, and HR Partner to gather and coordinate information for hiring.
- Supports per term hiring processes within the departments.
- Coordinates the tracking of ATS probation and peer review processes per the FRM ATS Standards
- Provides advice on hiring procedures and directs staff to service center or HR partner as appropriate for advice on agreements relating to support, trust academic, and ATS positions.
- Maintains organizational charts, position descriptions and Job Fact Sheets for the faculty
- Liaise with Staff Services and HR and Finance Partners
- Data gathering and report generation for leadership review and analysis.
- Oversees compliance with the performance appraisal and probationary review process for trust academic, APO, MAPS and TAPS staff by communicating timelines and process.
- Review monthly HR reports for accuracy and resolve issues; escalates issues to Manager, Administrative Services as required.
- Processes WCB reporting and follow-up.
- Assist with FEC: complete form letters, upload letters, preparation of reports.
- Manages documents and communication with external assessors for tenure and promotion cases.
- Works with HR team; ensures all letters and documentation are prepared and received.
- Provides administrative support to the FEC/ATSEC process and Assists in maintaining the FEC/ATSEC documents and filing.
- Coordinates relocation activities for new employees
- Tracking and resolving anomalies/errors (e.g. employee data)

**Minimum Qualifications**
- Post-secondary education with up to 18 months to be functional in the role
- Superior analytical, problem-solving and organizational skills
- Excellent written and verbal communication skills
- Strong computer proficiency is required, especially in complex databases, spreadsheets, and web environments. Must have a solid background in MS Office (Word, Excel)

**Preferred Qualifications**
- Relevant bachelor’s degree in a relevant discipline preferred
- Experience in PeopleSoft is an asset
- Extensive knowledge of University of Alberta policies, procedures and systems related to HR and research administration is preferred
- Ability to work independently and as part of a dynamic team
- High level of accuracy and attention to detail
- Commitment to superior client service

We thank all ap

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