Assistant Department Administrator

Location - This role is hybrid with a mix of remote and in-person work at North Campus Edmonton.

Would you like to be part of a high functioning supportive team that strives to provide excellent customer service and excels in problem solving? Then the Departments of Surgery and Ophthalmology might be right for you!

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

The Department of Surgery is a large vibrant department that is a leader in cutting edge research in areas such as transplantation and surgical simulation technology. Combined with a strong commitment to training the surgeons of the future a new challenge is always just around the corner.

The Department of Ophthalmology has a strong residency program and supports both fundamental and translational research. Another strength is the inter-departmental relationships with neurobiology, developmental biology, vascular biology, and molecular genetics of vision.

Finance Support: (40%)

• 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
• Completing and submitting honorarium and non-employee reimbursement forms

Human Resources Support: (30%)

• Creation and maintenance of CCID's
• Distribution and submission of performance appraisals
• Clinical Faculty appointment follow up, renewals and new appointments
• Vacation balance monitoring
• Support and back up HR focussed Department Administrator
• Key request and distribution, AHS badge and access requests

Research Support: (20%)

• 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 the departmental intranet
• Assists with drafting and maintaining departmental process documents and procedure manuals
• Boardroom bookings
• Additional duties as required

• 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
• Computer proficiency in MS Windows Office applications (Excel, Word, Outlook, and PowerPoint) and knowledge of PeopleSoft Financial modules and well as Google Suite
• Working knowledge of University of Alberta policies and procedures is extremely advantageous
• Experience with Researcher Home Page and eTrac is an asset

Application Instructions

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

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.