Department Coordinator

Job title:

Department Coordinator

Company

University of Alberta

Job description

DescriptionThis 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 has a term length of 1 year plus 1 day and offers a comprehensive benefits package which can be viewed on our .Location – This role is hybrid with a mix of remote and in-person work at North Campus Edmonton. The first six months will be in-person.Working at the University of AlbertaThe 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. .Working for the Department of PediatricsThe Department of Pediatrics at the University of Alberta is one of Canada’s leading academic health centres for pediatric specialty and subspecialty education and research. We also work in conjunction with the Stollery Children’s Hospital to provide leading edge clinical care. Members of the department are dedicated to improving child health.PositionReporting to the Academic Department Manager (ADM) in the Department of Pediatrics, the Department Coordinator will provide a range of administrative support to the Academic Department Chair, Academic Department Manager, Associate Chairs, Directors, faculty, staff, and students of the department.The Department Coordinator generates specific actions without consultation, based on an understating of the Administrative/Academic leaders’ needs. Work typically has an impact within the direct area and involves consultation with internal and external resources. The Department Coordinator must solve routine problems using University policy, procedure or process or based on direction from the Administrative/Academic leader.Duties

• Initiates documentation and contracts for various positions (ASSUA, NASA, post-doc), providing necessary paperwork and procedural information.
• Assists in orienting new employees and responding to inquiries via various channels.
• Manages department email inboxes, contact lists, and email listservs.
• Coordinates office supplies, special printing requests, and reconciles requisitions.
• Administers keys/proximity cards and Protege system for OneCard users; coordinates new CCIDs for incoming staff/students/guests.
• Pulls and distributes reports on clinical academic appointments, probation deadlines, and performance appraisals.
• Liaises with PIs on contract extensions and processes appropriately.
• Tracks and coordinates financial projects, grant fund verifications, purchase orders, and departmental invoicing.
• Assists in budget planning and development, preparing budgets and forecasting labor costs.
• Updates office protocols and manages routine issues for visiting scholars and postdoctoral fellows, including immigration requests and space allocations.
• Assists with travel arrangements, processing honorariums, and expense payments for events and guests.

Minimum Qualifications

• Minimum Undergraduate degree in Business, Accounting, Finance, or related field.
• 2 years of progressive experience in a University setting; knowledge of University of Alberta policies and procedures.
• Demonstrate ability to develop and maintain positive, professional, collaborative working relationships with all stakeholders at all organizational levels.
• Demonstrate ongoing excellent communication with all stakeholders from a wide variety of cultural backgrounds.
• Demonstrate ability to work independently and collaboratively Demonstrate ability to manage time and workload effectively and meet deadlines.
• Demonstrate ability to apply and adhere to strict confidentiality guidelines, FOIPP, records management protocols, and all relevant university policies.
• Demonstrate proficiency with One45, Peoplesoft, SupplyNET, Cascade MS Office and Google applications.
• Demonstrate ability to work with large unionized public sector and or post-secondary academic organizations.

Preferred Qualifications

• Demonstrated knowledge of the University of Alberta and RCPSC and policies and procedures and medical education residency programs are considered an asset.

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 21, 2024, Edmonton, Alberta local time.

Expected salary

$47918.92 – 64697.48 per year

Location

Edmonton, AB

Job date

Wed, 19 Jun 2024 02:35:15 GMT

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