Department Program Support

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, but may be considered for a hybrid work arrangement after six months of employment.

The Department of Medicine is the largest department in the Faculty of Medicine & Dentistry at the University of Alberta with over 250 academic faculty members and over 400 trainees (graduate students, postdoctoral fellows and residents).The Department of Medicine's core mission is to undertake outstanding education, research and high-quality clinical care to provide the best possible health outcomes for Albertans. We have 14 divisions that work collaboratively in a multi-disciplinary, multicultural and ethnically diverse collegial environment.

The Department of Medicine's Office of Research is dedicated to assist faculty, staff and trainees with all administrative-related matters in the areas of Research and Graduate Education at the department level. The Department Program Support - Research will be the first point of contact for faculty, staff and trainees within the Department and will be a part of a highly functioning team consisting of 5 positions reporting to the Team Lead, Office of Research in the Department of Medicine under the guidance of the Associate Chair, Research and Associate Chair(s), Graduate and Postdoctoral Studies.

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.

• Acts as the first point of contact for a program or service and responds to specific inquiries from students, faculty, and staff.
• Drafts and/or generates routine communications.
• Creates and maintains spreadsheets and/or databases and desk manuals.
• Reviews and prioritizes daily incoming correspondence and initiates or completes action depending on the complexity of the issue.
• Prepares standard and ad-hoc reports for the area.
• Establishes, maintains, and updates accurate records of student/faculty interactions, decisions, and/or actions taken.
• Provides administrative support for standing and special meetings: coordinates documents and agendas; serves as recording secretary to area/program committees and distributes meeting minutes.
• Manages department-specific research awards competitions and department-specific events (i.e. Research Day, recruitment information sessions, student orientations, and other program-related activities).
• Coordinates Visiting Speaker/Department Colloquia events.
• Assists in student's inquiries about admissions and assists with processing admission applications.
• Assists with all program-related forms.
• Assists in course scheduling, room changes, inputting instructor names/sections on Peoplesoft. Liaises with Exams and Time Tabling.
• Registers students in department-specific restricted classes which require permission of the area and ensures continued registration in their programs.
• References policy and procedure information to solve issues or concerns (e.g. Faculty APC, GFC).
• Coordinates, reviews, edits, and submits all official additions/deletions/changes to the area's sections of the University Calendar to the Secretary to General Faculties Council.
• Research Support:
• Pre-Award: Liaises with external and internal stakeholders for grant processes.
• Pre-Award: Assists in budget development for grant applications.
• Pre-Award: Ensures grant application completeness and compliance.
• Pre-Award: Navigates online workflow approvals ensuring appropriate and timely sign-off of grant applications.
• Post-Award: Assists with amendments to end dates, change in funding, or other changes to project terms and conditions.
• Department-internal ethics approvals.
• Research Agreement process (i.e. material transfer agreements, data share agreements, etc.).
• Assists with the appointment and payroll process for Graduate Students, Postdoctoral Fellows, Academic Visitors, Summer Students, guest speakers, visiting students and consults with Shared Services as necessary.

Minimum

• Possesses a post-secondary diploma with an administrative focus (2 years).
• Minimum 5 years administrative experience in a clinical academic department.
• Ability to understand bookkeeping and basic accounting, including financial reporting and budgeting skills.
• Demonstrated organizational, time management and communication skills with strong attention to detail and accuracy essential.
• Strong coordination and scheduling skills
• Excellent written communications skills to draft letters, meeting minutes and official correspondence
• Data entry skills
• Able to work in an agile environment
• Knowledgeable of research processes such as ethics and grant submissions, able to support research and clinical trials full cycle.
• Experience in student award administration
• Able to maintain strict confidentiality

Preferred

• Excellent computer skills including proficiency in use of Google Suite applications.
• Willing to learn new university administrative systems (shared services ticketing system) and adapt to change.
• Self-starter, problem solver, strong organizational skills, ability to get along with and assist fellow colleagues.

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

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.