Department Administrator

3 weeks ago

Edmonton, Canada University of Alberta Full time

**SCI Biological Sciences**:

- Competition No.

**S104849242D2**
- Posting Date

**Aug 30, 2023**
- Closing Date

**Sep 15, 2023**
- Position Type

**Full Time - Operating Funded**
- Salary Range

**$59,224 to $80,437 per year**
- Grade

**08**
- Hours

**40**

This position is part of the Non-Academic Staff Association (NASA).

This position 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 and work primarily takes place at North Campus Edmonton.

**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 teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

**Department/Faculty Summary**

The Department of Biological Sciences is the largest department in the Faculty of Science and among one of the largest Biology Departments in Canada. The department is home to approximately 100 academic staff (counting Faculty, Adjuncts and Emeriti) and offers over 130 courses to undergraduate students. Biological Sciences is also home to over 200 graduate students.

**Position Summary**

Reporting to the Academic Department Manager (ADM) and working closely with the departmental leadership team, this position provides key support to the successful operation of the Department of Biological Sciences.

Acting as the first point of contact for the department’s faculty, staff, and students, the department administrator will initiate and complete, when required, core program operational activities in the areas of finance, human resources, communications, events and building security.

This position will act as a general administrator for department members and shall provide assistance on how to navigate through the University of Alberta processes, policies, and procedures, predominantly in human resources and financial areas. The incumbent will play a critical role to resolve issues, remove barriers and provide support in delivery of teaching and research in the Department of Biological Sciences.

In all facets of this role, this position endeavors to integrate and advance the University’s commitments to equity, diversity and inclusivity. This position understands, fulfills, and promotes the health, safety and environment responsibilities identified in university policies and procedures.

This new position is in alignment with the U of A for Tomorrow model.

**Duties**
- Process Coordination & Initiation_
- Initiates area transactions in consultation with the ADM, HR Partner, Finance Partner, or External Engagement Partner, as required.
- Initiates transaction flow for various talent acquisition functions such as position evaluation, writing postings, and the recruitment process.
- Supports recruitment processes for a wide range of employee types, from tenure-track faculty, ATS, Postdoctoral Fellows and NASA appointments.
- In collaboration with faculty members, assists with the invitation process for Visiting Scholars and provides consultative support relating to immigration processes and regulations.
- Issues appointment letters for NASA, AASUA, Postdoctoral Fellows, Graduate Teaching Assistants and/or Research Assistants, when necessary.
- Initiates transactions for HR processes and payments including submission of ePAFs and honoraria.
- Provides guidance and assists users with the initiation of routine financial transactions.
- Troubleshoot, resolves and/or escalates to the Staff Service Centre or assigned Financial Partner and/or HR Partner, when applicable.
- Initiates purchase requisitions, purchase orders and invoices through SupplyNet and initiates vendor payments.
- Requests corporate credit cards for new staff through the Staff Service Centre, as required.
- Assists with the administration of petty cash and manages faculty deposits with Cashier Services.
- Initiates and tracks IT support service calls with IST and other service providers.
- Program Operations_
- Provides various monthly or quarterly operational reports, as required, to the Academic Chair, ADM, Associate Chairs and Program Directors.
- Organizes meetings, conferences, seminars and

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