Administrative Coordinator

2 months ago

Edmonton, Canada University of Alberta Full time

**Department** Vice-President Finance & Administration - Shared Services

**Salary range** $47,918.92 to $64,697.48

**Hours per week** 35

**Grade** 7

**Posted date** October 10, 2024

**Closing date** October 24, 2024

**Position Type** Full Time - Operating Funded

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

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

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

**Working at 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.

**Your Opportunity to Grow with Shared Services**

Are you a motivated, enthusiastic team player eager to dive into the world of Human Resources within a large, dynamic university environment? Do you envision yourself as a future HR professional, taking on new challenges and making a difference? This role might be the perfect fit for you

As the Administrative Coordinator within Shared Services, you will be a vital part of our dedicated team, directly supporting the AVP, Shared Services and her leadership team of Directors.

Reporting to the Executive Coordinator, you’ll enjoy unique opportunities to develop your career in HR and administration, including exposure to strategic projects, engaging onboarding experiences for new hires, and cross-functional projects that contribute to our university’s strategic vision, Shape.

**Why Shared Services?**

Shared Services is a collaborative, supportive community where people come together to solve problems, innovate, and continuously improve our services. We focus on creating a human, positive experience, empowering our team members to build relationships and expand their knowledge. We believe in a culture of mutual respect and inclusivity as outlined in our "Our Common Approach to Working Together" document. You’ll be part of a team that values growth and supports you as you build a meaningful career.

**What You’ll Do: Key Responsibilities**
- Communication & Correspondence:

- Support of calendar coordination for ShS leadership, events, and sessions, ensuring smooth, timely coordination for meetings and other important engagements across the department or with stakeholders.
- Operations Support:

- Provide operational support, including assisting with the preparation of reports, managing files, and creating customized databases or spreadsheets.
- Organize meetings, assist with travel arrangements, and ensure meeting materials are ready to go, while maintaining up-to-date inventory of office equipment and supplies.
- Track equipment, keys, phones, supplies etc, update org charts and ensure they are maintained.
- Troubleshoot basic issues with office equipment, coordinate Shared Services events, and manage electronic signing folders as required.
- May support orders within procurement system (SupplyNet) and receipt of orders received for ShS.
- Onboarding & HR Process Coordination:

- Play a key role in supporting the onboarding experience for new team members, ensuring their integration is smooth and welcoming.
- Initiate HR-related requests such as job posting forms, draft postings, employee appointments, reappointments, and updates, while working closely with HR partners to provide guidance on routine HR processes.
- Contribute to Shared Services hiring and onboarding/offboarding activities, participating in orientation and coordinating space and access.
- Work closely with the Talent Acquisition team to provide surge support as needed.
- Financial & Administrative Process Support:

- Support routine financial processes, including purchase requisitions, vendor payments, and credit card reconciliations. You’ll also initiate travel and expense claims for leadership as assigned.
- Track and manage IT support service calls, monitor transaction accuracy, and assist in managing financial processes effectively.
- As needed, support with inquiries or logging tickets within the FreshService system to support general needs including access or operations support.
- Facilities & Security:

- Coordinate office space allocations and ensure a welcoming, o

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