Department Administrator

This competition is restricted to internal applicants of the University of Alberta. Please log in to verify your internal candidate status.

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.

Reporting to the Supervisor, Administrative Services, the Department Administrator will act as the primary administrative support and first point of contact to the Department for initiating human-resources-related requests, and will contribute to implementing consistent HR processes across the Department.

The Faculty of Medicine & Dentistry is one of the world's top academic health science centres. With 21 departments, multiple research institutes and centres, and a focus on excellence in education, research, and clinical care, the faculty trains outstanding medical and dental professionals and drives global health innovation in collaboration with partners across sectors.

• Manages and drafts correspondence for the service. Reviews and prioritizes daily incoming correspondence in department email inbox and initiates or completes action depending on the complexity of the issue. May require collaboration with the HR partner and /or the Staff Service Center.
• Initiates and processes all appointment, re-appointment and pay action forms for all academic and non-academic staff as directed for the School (via APS, eForms or PAF). In consultation with the Human Resources Partner (HR), assist supervisors with hiring needs and decisions (type of hire, rate of pay etc)
• Completes verification of grant funds, and confirms that grant allows for labour charges prior to submitting request for appointment (speed code check)
• Completion of Salary Benefit Adjustments (SBA) & General-Ledger Distribution Changes
• Creates and maintains CCID's on Campus Solutions for new appointments, renewals and guest access
• Identifies, troubleshoots, and resolves transactional issues / errors. Escalates broader, more complex issues in compliance with policies and appropriate authorizations.
• Processes grad and undergrad student award payments as required in coordination with Student & Academic Services (SAS).
• Processes honorarium payments as required
• Initiates and processes Tuition Remission
• Coordinating Foreign Visitors and collecting and entering documentation into eForms
• Contributes to the maintenance of the HR area of the School's Dentranet site.
• Participates as a departmental onboarding coordinator in unit-level onboarding/ off-boarding activities.
• Identifies opportunities to improve business processes, using technology to improve accountability, quality and timeliness of data, information, or accounting reporting. Makes recommendations and provides expertise on administrative procedures.
• Extracting, compiling and summarizing information from multiple sources and actioning items in the reports (salary reports, end date reports, performance review dates, time entry hours, CSV payroll spreadsheet)
• Supports the departmental PT Term-Excluded promotions committee and assists in maintaining documents and filing
• Participates in other special projects and events (e.g., instructor orientation, staff training, etc.)
• Works on various projects & other duties as required

• Provide vacation coverage/backup for administrative unit

• Diploma in Business Administration or equivalent, undergraduate degree preferred. Education and experience equivalencies may be considered.

• A minimum of five years of relevant experience in a busy academic administrative office.
• Demonstrated experience initiating and tracking HR processes such as recruitment, onboarding, appointments and leave tracking
• Working knowledge of University HR systems, collective agreements, and HR policy frameworks is considered an asset
• Excellent computer skills including proficiency in use of database, spreadsheet and word processing software.
• Demonstrated ability to develop and maintain positive, professional, collaborative working relationships with all stakeholders at all organizational levels from a wide variety of cultural backgrounds in a large unionized public sector and / or postsecondary academic organization.
• Demonstrate ability to work independently and collaboratively in a high-pressure, fast-paced environment while adhering to strict confidentiality guidelines, Protection of Privacy Act (POPA), records management protocols, and relevant university policies.
• Demonstrate ability to manage time and workload effectively and meet deadlines
• Demonstrate proficiency with, Peoplesoft HCM, Financials and Campus Solutions, Alfresco, Appointment Processing System (APS) MS Office and Google applications, especially related to word processing, financial data analysis (budget thresholds).

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.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

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

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L'Université de l'Alberta s'engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.