Administrator, Faculty Services

Department Faculty of Medicine & Dentistry - Deans Office Admin Salary range $51,821.52 to $70,382.74 Hours per week 35 Grade 8 Posted date June 11, 2024 Closing date June 20, 2024 Position Type Full Time - Operating Funded This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. 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 which can be viewed at: Faculty & Staff Benefits . Location - Work primarily takes place 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 First Peoples 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 more than 14,000 faculty and staff, over 40,000 students and 260,000 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 Faculty of Medicine & Dentistry We are the Faculty of Medicine & Dentistry (FoMD) at the University of Alberta, one of the world’s elite academic health sciences centres, where top students are taught by award-winning educators and mentored by renowned scientists in a dynamic learning environment.
We conduct our teaching, research and patient care in accordance with the highest international standards. We work with our partners in education, research and health care for the greater good of the local, regional and global community. The Faculty of Medicine & Dentistry at the University of Alberta has 21 departments, two stand-alone divisions, 7 research institutes, 15 research centres, and 10 research groups. We have state-of-the-art labs and teaching facilities, award-winning teachers, medical students who have scored near or at the top on national medical licensing exams, and alumni who are making a difference in the health of the world’s people. Position Summary The Administrator, Faculty Services will initiate and complete, when required, core program operational activities in the areas of Finance, Human Resources, and Office Administration. Duties Process Coordination & Initiation

• Initiates purchase requisitions, purchase orders and invoices through SupplyNet
• Initiates vendor payments
• Manage process and initiate internal billings in the general ledger
• Completes invoice billing process within the finance module for FoMD and Faculty supported groups
• Provides guidance and assists users with the initiation of routine financial transactions
• Escalates issues to the Staff Service Centre or assigned Financial Partner
• Identifies, troubleshoots, and resolves transactional issues. Corrects errors. Escalates broader, more complex issues i.e. purchasing card statements
• Initiates transactions in conjunction with associated finance and/or HR resources and make adjustments as needed
• Completes and processes pay action forms and/or smart forms for academics, non-academics, temporary, post-doctoral fellow staff, and summer students
• Coordinates suspense account corrections and processes HR redistributions for portfolio
• Supports various monthly or quarterly operational reports, as required
• Drafts and/or generates routine communications
• Coordinates general/ central/ program email - responding and redirecting inquiries as appropriate and timely

Academic Operations

• Assists in coordination of the Faculty’s academic operations and ensures academic appointments and contracts have been vetted through the appropriate channels
• Coordinates and supports the processing of all academic contracts and applicable forms for academic staff in the Faculty
• Point of contact for Alberta Health Services with respect to shared academic positions
• Working with Academic Department Managers and AMHSP Coordinators, prepares contracts and supplementary conditions letters for new Academic staff in accordance with University of Alberta policies and procedures. Coordination with AHS is also required for shared/joint positions
• Coordinates and communicates with relevant internal partners and stakeholders (Department Chairs, Department Academic Managers, Faculty Relations, Dean, Vice-Deans, Director, Finance, etc) and external partners and stakeholders (Alberta Health Services, Alberta Health, etc) for positions where funding is from more than one source
• Review, manage and approve Clinical Faculty appointment submissions through Sharepoint site, pull appointment reports for submission to Shared Services for uploading

Faculty Office Coordination

• Initiates all forms/processes for staffing, includes both AASUA & NASA, actions within the Faculty Office suite
• Assists units with navigating central resources for faculty office suite positions
• Supports in managing FoMDhrpr email account
• Supports in managing Dean’s electronic signing folder for all HR-related actions
• CCID/Security approvals (secondary CCIDS, password resets, etc)
• Drafts issues related correspondence for Dean, Faculty General Manager, and/or Deputy Faculty General Manager signature
• Provide data and reports such as new hire/staff details on a regular basis
• Provide ad hoc data and reports as requested by senior leadership

Minimum Qualifications

• Diploma in Business Administration or other related area preferred.
• Excellent computer skills including proficiency in use of database, spreadsheet and word processing software.
• 3-5 years of progressively responsible operational support experience, preferably in a post-secondary setting
• Adaptable, agile, and technologically savvy; strong proficiency with MS Office Suite, Google Workspace, and PeopleSoft applications.
• Ability to coach and take a consultative approach to effectively interact with clients.
• Strong organizational skills with a high level of accuracy and attention to detail.
• Ability to make timely decisions and act on individual initiative in a fast-paced environment.
• Demonstrable competencies in the areas of: Results orientation, leadership, organizational understanding, teamwork, and flexibility.
• Strong commitment to confidentiality and professionalism; experience working on sensitive issues.

Preferred Qualifications

• Knowledge of the UAlberta’s policies, procedures, and collective agreements is preferred

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. The University of Alberta is committed to an equitable, diverse, and inclusive workforce. 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. Note: This opportunity will be available until midnight June 20, 2024, Edmonton, Alberta local time.

In your application, please refer to myScience.org and reference  JobID 2903224 .