Department Administrator

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 18 months and offers a comprehensive benefits package which can be viewed on our Benefits Overview page .

Location

Work primarily takes place at North Campus Edmonton. 

Working for 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 teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Position

The Department of Earth and Atmospheric Sciences at the University of Alberta offers interdisciplinary approaches to diverse teaching and research themes. One of the largest and best supported departments in Canada, it has an international reputation for its scholarly achievement, excellence in teaching and research, and service to the community.

Acting as first point of contact for Department faculty, staff, and students, this role initiates a variety of HR, Finance, Communications, and Facilities Security transactions. The position will assist department members with navigating and understanding new processes, policies, and procedures implemented through the SET initiative, and will play a critical role in resolving issues, removing barriers, and providing support in delivery of teaching and research in the Department. 

This posting is to cover an eighteen (18) month maternity leave.

Duties

• Academic Visitors initiation and coordination relating to immigration processes and regulations,and prepares honoraria. May involve consultation with immigration office.
• Supports recruitment processes for a wide range of employee types, from Faculty and ATS toPostdoctoral Fellows and Trust Academics/Research Associates
• Assists with the coordination of Faculty, Academic Teaching Staff (ATS), and TrustAcademic/Research Staff (TRAS) appointments, reappointments, leaves, retirements, annualreviews, and promotions
• Initiates, tracks, and metrics all payroll transactions into Shared Services and ensures payrolldeadline dates are met
• Acts as liaison between central Payroll and Benefit Services for new employees
• Troubleshoots, resolves and responds to escalated staff inquiries regarding payroll and Benefits
• Advises and trains in self entry of travel and expense claims, pCard reconciliations
• May initiate (or act as delegate) and assists users with the completion of routine financial issues and transactions
• Identifies, troubleshoots and resolves transactional issues
• Corrects errors and escalates broader, more complex issues to the Academic DepartmentManager
• Drafts and/or generates routine communications; Gathers information from office records to draftemails, memos, and other documents for supervisor review
• Supports the Departments, faculty members, and staff by ensuring web and social media contentis kept up-to-date and current
• Maintains productive relationship with and ensures unit lead is fully informed of key and emergingissues, as proactively as possible
• Controls security (keys/card) access as appropriate and as reflective of roles; manages relatedkey deposits and refunds
• References policy and procedure information to solve issues or concerns (e.g. Faculty APC, FEC,ATSEC, GFC).

Minimum Qualifications

• Diploma in a Business Administration or HR/Payroll program is required; equivalentcombinations of education and work experience may be considered
• 3 to 5 years direct work experience in HR/Payroll administration is desired
• Expert level knowledge of the U of A’s policies, procedures, and collective agreements
• Experience with Faculty Evaluation Committees (FEC), and Academic Teaching EvaluationCommittees (ATSEC) is a significant asset
• Adaptable, agile, and technologically savvy; advanced capability with MS Office suite, GoogleApplications, FileMaker, Alfresco (APS), and PeopleSoft systems
• Ability to apply organizational readiness and change management principles in theimplementation of new programs/processes
• Ability to coach and take a consultative approach to effectively interact with clients
• Ability to strategize and develop creative and efficient solutions
• Ability to work in a fast paced, high volume environment and manage projects
• Demonstrates persuasive, engaging, clear and credible communication to gain support andcommitment in varied situations
• Experience contributing to and/or executing organizational strategies

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

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