Administrative Assistant

2 months ago

Edmonton, Canada University of Alberta Full time

**SCI Physics**:

- Competition No.

**S107849253**
- Posting Date

**Jan 03, 2023**
- Closing Date

**Jan 10, 2023**
- Position Type

**Part Time - Grant Funded**
- Salary Range

**$21,682 to $29,040 (pro-rated) per year**
- Grade

**06**
- Hours

**17.5**

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

This part time position has 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 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 disco

**Position summary**

**Duties**
- Assist with preparation of progress reports, other periodic or special reports, and grant submissions using appropriate word-processing programs and/or transcription. Format, edit and proofread all reports for accuracy. Collect and collate information from collaborators and partners for these reports.
- Make travel arrangements: arrange for flights, accommodations, and ground travel for supervisors, members of the research group, visiting scientists, or other individuals as requested.
- Prepare travel and expense claims, checking eligibility of expenses against grant rules and gathering signatures (where necessary).
- Organize workshops/meetings as requested, help arrange pre-event requirements such as facilities, scheduling, announcements, visiting speaker arrangements, financial aspects, logístical aspects. Help troubleshoot problems with attendees and facilities, prepare reimbursements and meeting reports.
- Assist Physics administration and group members with recruitment processes, appointment forms and foreign visitor documents.
- Use eTRAC to assist with preparation of budgets, financial reports and other documents requested by the department, faculty, central administration or external agencies.
- File reports, agreements, contracts, expenses and other documents.
- Assist with purchasing, work orders and other acquisition requirements through various policies and procedures used by the organization (SupplyNet Purchase Orders & Change Orders, Corporate Purchasing Card, Indent etc).
- Review monthly charges for accuracy and arranging for the resolution of any incorrect charges on the general ledger.
- Prepare reports for grant holder when requested, including potential projections to year end.
- Delegated approval of submitted time for trust employees in 2 research groups.
- Develop, maintain and create content for group websites.

**Qualifications**
- An undergraduate degree in a related field is required. Post-secondary accounting is a preferred asset.
- Excellent written, verbal and interpersonal communication skills and a high level of accuracy and attention to detail.
- Superior organization and time management skills with the ability to effectively manage and prioritize multiple tasks to meet deadlines within a fast-paced work environment.
- A minimum of 2 years experience in research administration including: grant management, hiring, and purchasing.
- Demonstrated previous experience creating websites and web content.

**How to Apply**

**We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

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