Department Coordinator

**Department** Faculty of Medicine & Dentistry - Pediatrics Dept

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

**Hours per week** 35

**Grade** 7

**Posted date** May 16, 2025

**Closing date** May 26, 2025

**Position Type** Full Time - Trust 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 hybrid with a mix of remote and in-person work 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 Department of Pediatrics**

The Department of Pediatrics at the University of Alberta is one of Canada’s leading academic health centres for pediatric specialty and subspecialty education and research. Working closely with the Stollery Children’s Hospital and community pediatrics in Northern Alberta, we are committed to meeting the unique needs of our community and providing exceptional care for infants, children, youth, and families. Our core values of compassion, growth, and health equity are at the heart of everything we do. Our department members are engaged in exciting research endeavors, contributing to excellence in pediatric care. Additionally, we offer a diverse array of accredited residency training programs, graduate programs, and unique training experiences, all under the guidance of our dedicated teaching staff.

**Position Summary**

Reporting to the Operations and Process Team Lead 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. This position will provide procedural advice and support, especially to Principal Investigators within the operational context of their grant-funded research projects. They will support creating and distributing robust PeopleSoft HCM and Finance reports to leaders in the department, and must be able to work within the varied hiring and reporting requirements of different project sponsors. The Department Coordinator generates specific actions without consultation, based on an understanding 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**
- Liaises with Principal Investigators and Supervisors across the department, acting as their first point of contact for all department-level employee transactions and support, including:

- Initiating HR documentation and contracts for various positions (ASSUA, NASA, post-doc), providing necessary paperwork and procedural information as per each respective collective agreement.
- Tracking employment contract end dates across the Department, coordinating and processing contract extension requests as requested.
- Supporting with onboarding and orienting new employees to the Department, and guiding offboarding and employee departure processes as required.
- Develops and formats routine and ad-hoc HR and Finance reports to be distributed to the Academic Department Manager, Department Chair, Operations Process Lead, or other supervisors in the Department as requested.
- Administers all new CCIDs for incoming staff/students/guests as well as manages any secondary CCID requests, expiries, and extensions in the Department.
- Coordinates details for Salary and Benefits Adjustments and GL Distribution change requests with Department Finance colleagues as necessary
- Provides back-up support to AMHSP Coordinator with Search & Selection scheduling, coordinating relocations for academic hires, and with Clinical Academic Colleague appointment management, including submission of extensions and new appointment requests

**Minimum Qualifications**
- An undergraduate bachelor’s degree is required (Business, HR, or Accounting major is preferred).
- 2+ years of progressive experience providing administrative support within a research