Administrative Coordinator

2 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

**Administrative Coordinator**:
**Position**: The position is.6 FTE and part of University of Saskatchewan Employee’s Union, ASPA (Specialist/Professional Phase 1). The position start date is negotiable, but incumbent will be expected to start by September 1, 2023. The position is a one-year term with possibility of extension.

**Organizational Profile**: The Urban Public Health Network (UPHN) is a national network established in 2004 which today includes the Medical Officers of Health in 24 of Canada’s large urban centres. Working collaboratively and with a collective voice, the Network addresses public health issues that are common to urban populations. The UPHN performs research on topics of relevance and interest to our membership and augments the lessons from our findings to support implementation, knowledge translation, and educational and networking events.

**Primary Purpose**: The primary UPHN office and its research projects are based at the University of Saskatchewan. UPHN is currently seeking an Administrative Coordinator to coordinate the support of research and operational activities in the areas of human resources, financial, meeting and event organizing, research administration and communications (including website/social media updates).

**Nature of Work**: Reporting to the UPHN President, with oversight by UPHN’s Assistant Director, the Administrative Coordinator is responsible for supporting and leading the day to day administrative work associated with the network and UPHN research projects.

The incumbent acts as a liaison between research team members, the College of Medicine and Usask administrative/financial units. The incumbent will process new research hires and will assist in the daily transaction of research funds. The Administrative Coordinator will provide support to UPHN Management - including research management - in writing and coordinating the reporting to granting agencies and auditors on financial transactions. The position requires effective time management and multi-tasking to meet crucial deadlines and requires a high level of accuracy. The work will have various deadlines, peak periods and situations that require both the ability to work independently and as part of a team. The work requires responsiveness and attention to detail and will often require independent judgment.

**Typical Duties/Accountabilities**

**Human resources/Personnel**:

- Submit job changes (new hires, salary or FTE changes, extensions/terminations) through About-US
- Coordinate onboarding paperwork for hiring grad students, new staff, consultants/contractors
- Responsible for assigning and overseeing office space allocation
- Ensuring new hires have proper onboarding needs (such as I.T. acquisitions)

**Financial**
- Monitor network accounts which includes monies from four funders (i.e. CIHR, SK Health Research Foundation, College of Medicine, PHAC)
- Keep monthly financial records on file for each fund (Operating Statements, Transaction Details and receipts)
- Periodically prepare project financial statements/spending to budget
- Maintain project spreadsheets for each fund and overall project
- Prepare journal vouchers as needed
- Handle expenses and paperwork related to network travel, i.e., submit travel requests, assist in booking flights, hotels, submit travel claims through Concur
- Ensure all invoices are paid and charged to the appropriate fund number

**Meetings & Events**:

- Coordinating conferences, events and meetings in consultation with UPHN Assistant Director and/or Research Managers - arrange meeting times, book meeting room, circulate agenda beforehand, take minutes during meeting and circulate afterwards
- Administrative support in organizing UPHN workshops, seminars etc. - facility/room and meal bookings, contracts, reimbursing expenses, preparing materials, etc.

**Communications**:

- Update website and social media as necessary

**Other**
- Order office supplies, materials and equipment as needed
- Maintain UPHN membership contact list and communicate necessary documents to them
- Assist with final reports to funding agencies and annual financial audit process
- Editing research reports

**Qualifications**:
**Education**:A Bachelor’s Degree in Commerce, or business administration, or a diploma in business administration, including at least one course in financial accounting is required.

**Experience**: 3-5 years of relevant experience, including working in a research environment, is required. Experience working in a diverse and inclusive environment is required. Knowledge of Tr-Agency funding is considered an asset. Experience with FAST reports, Concur, Connection Point and other Usask systems is highly regarded as an asset for this position.

**Please submit your CV and Cover Letter by Monday, August 28, 2023.**

Yvonne Hanson

Assistant Director, UPHN

**Department**: Community Health & Epidemiology
**Status**: Term 1 year with the possibility of extension
**Em

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