Department Coordinator

4 weeks ago


Edmonton, Canada University of Alberta Full time

**MED Pediatrics**:

- Competition No.

**S100849238D2**
- Posting Date

**May 23, 2023**
- Closing Date

**Jun 06, 2023**
- Position Type

**Full Time - Grant Funded**
- Salary Range

**$47,210 to $63,741 per year**
- Grade

**07**
- Hours

**35**

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

This position has a term length of one year plus a day and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

**Location - **North campus. 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 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.

**Position summary**

Reporting to the Academic Department Manager (ADM) in the Department of Pediatrics, the Department Coordinator will provide a range of administrative support to the Academic Department Chair, Academic Department Manager, Associate Chairs, Directors, faculty, staff, and students of the department.

The Department Coordinator generates specific actions without consultation, based on an understating of the Administrative/Academic leaders’ needs. Work typically has an impact within the direct area and involves consultation with internal and external resources. The Department Coordinator must solve routine problems using University policy, procedure or process or based on direction from the Administrative/Academic leader.

**Duties**

Administrative Department Client Support (50%)
- Initiates documentation and contracts for a variety of ASSUA, NASA, and post-doc positions
- Provides appropriate paperwork, submissions, processes, and procedural information
- Assists in orienting new employees to the department spaces and procedures
- Manages office supplies, arranges special printing requests, and reconciles requisitions. Administers keys/proximity cards and Protege system for OneCard users
- Coordinates the processing of new CCIDs for all incoming staff/students/guests
- Pulls reports from FARM for clinical academic appointments by division and sends them to ADM and Division Directors
- Pulls monthly reports on probation deadlines and annual performance appraisals and distributes them to the appropriate supervisor
- Liaises with the PIs on all contract extensions. Processes appropriately

Administrative Department Operations Support (40%)
- Tracks unit/Chair's financial projects/commitments, events, deadlines, and other activities as needed
- Verification of grant funds allowing for labor charge prior to submitting a request for contract (speed code check)
- Coordinates and initiates purchase orders and completes departmental invoicing in collaboration with Central Finance
- Coordinates relocations for academic hires
- Management of Department Purchasing cards
- Monitors department Finance requests and either actions the request or redirects to the appropriate contact
- Assists account holders in budget planning and development by preparing budgets and forecasting labour costs

General Administrative Department Support (10%)
- Performs related administrative tasks as assigned, including file management and correspondence
- Works within Google suite and Microsoft office suite to perform other administrative tasks based on department needs
- Responsible for updating office protocols specific to the role
- Assists with travel arrangements for visitors, processing honorariums and expense payments for events and guests
- Manages routine issues related to visiting scholars, postdoctoral fellows, and others (eg. completing immigration requests, letters of invitation, assigning CCID, space allocations)

**Qualifications**
- Minimum Undergrad degree; but with preference in Business, Accounting, Finance, or related field
- 2-3 years of progressive experience in a University setting; knowledge of University of Alberta policies and procedures
- Demonstrate ability to develop and maintain positive, professional, collaborative working relationships with all stakeholders at all organizational levels
- Demonstrate ongoing excellent communication with all stakeholders from a wide variety of cultu



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