Research Administrator

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 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.

Working for the Department of Chemical & Material Engineering

The Department of Chemical & Material Engineering at the University of Alberta recognizes that our people are and will continue to be our greatest strength. We celebrate creativity, diversity, perseverance, and a cooperative spirit. The Department has excellent teaching and research. Exceeding 500 Undergraduate students, 300+ Graduate students and 50 faculty members, including many award-winning researchers and teachers, and with world-class facilities and diverse research and education programs, we are one of the top Chemical and Materials departments in Canada.

Position

Reporting directly to the Director of the Canadian Centre for Welding and Joining, the Research Administrator will provide complex and diversified administrative support requiring independent judgment. This position involves comprehensive financial management, scheduling, correspondence, travel coordination, and a range of miscellaneous tasks to support efficient research operations.

Duties 

Research Administration

• Produce monthly financial reports from PeopleSoft and discuss monthly with the PI.
• Reconcile research grant accounts and procurement cards; take corrective action when necessary. Arrange for invoices and payments when required.
• Retrieve information regarding grants and/or proposal guidelines and deadlines and inform the PI and ensure guidelines are adhered to regarding research grant accounts.
• Ensure that the necessary reports/forms are completed, signed and returned to the granting agencies on time. Assist in the preparation of grant applications as required.
• Arrange for the process of funding agreements from sponsors and prepare files for new accounts.
• Maintain a database of papers and presentations from the research group.

Scheduling & Correspondence

• Coordinate with Committee Chair and members to schedule the required items for the Master's Final Oral Exam, Ph.D. Exams, and Candidacy Exams.
• Schedule meetings, book rooms and catering as necessary, and include events in lab calendar.
• Advertise events and coordinate dates with speakers and others. Invite attendees and follow up and generate agenda for visitors.

Travel & Procurement

• Contact travel agent to arrange itineraries, update lab calendar to show travel dates and book all hotel and rental cars, including, if necessary, those for visiting speakers, professors, etc. related to the researcher's program.
• Arrange eSim for international roaming, conference registration, uploading of presentations and signing up for the conference system.
• Ensure that all expenses are reimbursed promptly, ensuring that the most efficient use of all funding sources is utilized.

Minimum Qualifications

• Minimum grade 12 diploma with 2 years of post-secondary training in office administration or related field.
• Minimum 2-3 years administrative experience is required. Combination of education and experience may be considered.
• Experience using Computer Software Knowledge (M.S Word, Access, Excel, PowerPoint, Internet Browsers and Google Suite).
• Demonstrated proficiency in PeopleSoft is required (both HCM and Financials).
• Excellent communication, prioritization, organizational, composition and proofreading skills; Demonstrated communication skills with all stakeholders from a variety of cultural backgrounds.
• Ability to multi-task and perform with accuracy/precision in a busy environment.
• Demonstrated problem-solving and critical-thinking skills and ability to manage workload effectively and meet deadlines.
• Exhibit exceptional resourcefulness and proactive awareness by consistently staying ahead of upcoming deadlines and pending tasks, ensuring timely and efficient completion with good time management.
• Exhibit a commitment to confidentiality, coupled with proactive initiative and sound judgment, ensuring the responsible handling of sensitive information and making informed decisions.

Preferred Qualifications

• Familiarity with the University of Alberta grant software reporting program (eTRAC).
• Knowledge of the policies and procedures of the University of Alberta and bookkeeping skills are 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.

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.