Assistant Department Administrator

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

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

**Hours per week** 35

**Grade** 7

**Posted date** October 4, 2024

**Closing date** October 25, 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** - 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 Departments of Surgery and Ophthalmology**

The Department of Ophthalmology and Visual Sciences consists of over 40 ophthalmologists who work as physicians and surgeons and have teaching appointments with the Faculty of Medicine and Dentistry.

**Position**

This position will provide support to the Departments of Surgery and Ophthalmology and Visual Sciences including ADM, the Department Administrators, as well as assisting with departmental events. This position will significantly support the Department of Ophthalmology and Visual Sciences but will be an integrated part of the Surgery administrative team.

**Duties**

Finance Support: (30%)
- Creates Purchase Orders as required
- Supply net ordering
- Submission of coding of Alberta Health Fellowships payments to staff services
- New Accounts Receivable customer set up
- PGME grant tracking
- P-card reconciliations
- Creation of Award Letters
- Support and back up the finance-focused Department Administrator
- AP/JV's

Human Resources Support: (30%)
- Creation and maintenance of CCID's
- Distribution and submission of performance appraisals
- Clinical Faculty appointment follow up
- Vacation balance monitoring
- Support and back up HR focussed Department Administrator

Research Support: (30%)
- Create grant amendments and proposals
- Monitor monthly balances for over-expenditures
- Work with researchers to determine how to clear over-expenditure
- Facilitate departmental awards and communicate with Research Committee
- Track patients for clinical trials to facilitate billing
- Organize documents for investigator binders

Other: (10%)
- Planning of, attendance at, and assistance on day of departmental events
- Coordination of catering, room rentals etc. for departmental events
- Support and maintain departmental intranet
- Assists with drafting and maintaining departmental process documents and procedure manuals
- Additional duties as required

**Minimum Qualifications**
- Postsecondary certificate or diploma in Accounting, Business Administration or a related field
- Minimum 2 years of related finance and human resources experience preferably in a large complex environment

**Preferred Qualifications**
- Working knowledge of University of Alberta policies and procedures is extremely advantageous
- Experience with Researcher Home Page and eTrac is an asset

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

**Note**: This opportunity will be available until midnight October 25, 2024, Edmonton, Alberta local time.