Administrative Coordinator

**Department** School of Public Health

**Salary range** $51,821.52 to $70,382.74

**Hours per week** 35

**Grade** 8

**Posted date** February 13, 2025

**Closing date** February 20, 2025

**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.

**Location** - This role is in-person at North Campus Edmonton.

**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 FirstPeoples 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 over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 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.

**Working for the School of Public Health**

The School of Public Health is Canada’s first accredited school of public health. Our mission is to advance the public’s health by engaging partners in world-leading research, learning and action.

**Position Summary**

Reporting to the Faculty General Manager (FGM) and working closely with the Director of the Master of Public Health (MPH) Program Director and Finance and Human Resource partners the Administrative Coordinator, completes core activities in the MPH program, as well as human resources and finance, in all areas including research, teaching, academic programs, advancement and facilities in the School of Public Health.

Experience in human resources, finance, and event coordination at the faculty level within a post-secondary institution is required. An Event Management Certificate is considered an asset. Experience collaborating with students and faculty on event planning, contract management, and communications is also an asset. Experience with Canva is a further asset. Flexibility to work evenings and weekends is required, depending on event and student placement schedules.

**Duties**

Education Office
- Works directly with Director to support administrative tasks and requirements
- Communicates with partners on student placement opportunities and time lines
- Meets with partners to discuss placement issues or concerns
- Schedules placements and works with students to understand placement requirements
- Managers events for students and partners within the MPH program
- Uploads materials to canvas system
- Maintains list of placement partners
- Meets with students regarding concerns with placements

HR/Finance
- Human Resource process coordination, including but not limited to: reviewing upcoming expiring appointments, prepares appointments, provides guidance and information regarding pay inquiries, benefits, and leaves.
- Responsible for Financial Administration, creating and maintaining spreadsheets and/or databases, initiating and submitting the required forms for all financial transactions.
- Manage cash deposits and petty cash reconciliations
- Initiates transactions in conjunction with associated finance and/or HR partners, or at the direction of the Faculty General Manager. This includes the correct initiation and completion of PAFs, eforms and appointment letters for all NASA, AASUA, and postdoctoral appointments.
- Initiates appointments of Teaching Assistants and Graduate Research Assistants as directed.
- Reviews individual transactions and supporting documentation for accuracy, compliance to policy and appropriate authorizations.
- Reconciles operating, research and endowment accounts on a regular basis.
- Provides guidance and assists users with the initiation of routine financial transactions.
- Escalates issues to the Staff Service Centre or assigned Partner.
- Initiates and submits Foreign Visitor Category Assessments (FVCA) as directed.
- Liaises with Shared Services (immigration) to ensure compliance with and seek advice for international visitors, and foreign nationals employed by FoPPS.
- Identifies, troubleshoots, and resolves transactional issues. Corrects errors. Escalates broader, more complex issues.
- Provides various monthly or quarterly operational reports, as required by the FGM, Dean, Associate Deans and Program Directors.

Event Management
- Work with external vendors for events taking place for the faculty
- Coordinate invites, catering and promotional materials
- Manage university event attendance system
- Liaise with communications at the faculty and college level to promote events
- Coordinate travel for external speakers

**Minimum Qualific