Department Administrative Coordinator

Socket.dev; Edmonton; On-site; CAD 50,000 - 70,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

The Department Administrative Coordinator at the University of Alberta's Department of Physics serves as a primary point of contact for faculty, staff and students, coordinating payroll, finance, HR/ payroll, purchasing and other administrative tasks.

Reporting to the Academic Department Manager, the role emphasizes accurate processing, timely reporting, compliance with collective agreements, and fostering positive relationships across stakeholders in a busy academic setting.

Qualifications

• Minimum diploma in Business Administration, Human Resources, Accounting/Finance or relevant field.
• 2–3 years in postsecondary administrative support with accounting or HR focus.
• Proficiency with Windows, MS Office and Google Suite.
• Ability to maintain positive, professional relationships with stakeholders at all levels.
• Strong written communication and problem-solving skills.

Responsibilities

• Initiates and maintains payroll transactions and meets payroll deadlines for staff and scholarship holders.
• Handles end-to-end finance transactions including deposits, billing and journal entries.
• Assists with purchasing, receiving, key management and workstation assignments as part of administrative initiatives.

Skills

MS Office

Google Suite

Communication skills

Problem solving

Education

Diploma in Business Administration

Tools

Peoplesoft

SupplyNet

Job description

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

Location - This role is in-person. Work primarily takes place at North Campus, Edmonton.

The Department of Physics is an academic department with approximately 50 faculty, 20 TRAS academics, 30 Postdoctoral scholars, 30 support staff and160 graduate students located within the Faculty of Science, College of Natural and Applied Sciences. We offer a dynamic learning and research environment with a dash of community outreach.

Reporting directly to the Academic Department Manager the Department Administrative Coordinator is part of a dedicated and busy administrative team and serves as a primary point of operational and administrative contact for the faculty, staff and students in the Department of Physics. This position coordinates and completes a wide variety of operational and administrative processes including: finance, billing, travel and expense management, human resources & payroll, purchasing and receiving, and assistance with administrative processes like management of photocopiers, workstation cleaning and assignment and keys.

Responsibilities

• Initiates and maintains end-to-end payroll transactions and ensures payroll deadlines are met for support positions, undergraduate scholarships, Trust & Research Academic Staff and provides support for all human resources transactions which includes: appointments, leaves, terminations retirements and annual reviews and salary and benefits adjustments and other tasks as required.
• Initiates and maintains end-to-end finance transactions for the unit including but not limited to, deposits, internal & external billing, journal vouchers and other financial transactions. The position also works with researchers to clear over-expenditures, correct any errors and administer any complex issues to the appropriate level.
• Assists with purchasing and receiving, managing key deposits, refunds and departmental key records listing, assists with managing workstation assignments and clean out and supporting various administrative initiatives as they arise.

Qualifications

• Minimum diploma in Business Administration, Human Resources, Accounting/Finance or relevant field of study.
• 2-3 years in postsecondary administrative support with accounting or human resources focus.
• Demonstrated proficiency on a Windows operating system, MS Office applications and the Google Suite applications.
• Ability to maintain positive, professional and collaborative relationships with all stakeholders at all organizational levels.
• Excellent problem-solving and written communication skills, including the ability to investigate, analyze and resolve issues.

Preferred Qualifications

• Working knowledge of Peoplesoft (HCM, Financials, and Campus Solutions) and SupplyNet purchasing software.
• The capacity to handle multiple assignments and changing priorities effectively and efficiently with minimum supervision.
• Excellent interpersonal skills with an ability to work collaboratively and effectively with others in a team environment.

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.

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

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 over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 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.

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.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. 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.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l’université à postuler.

The Faculty of Science is internationally recognized for excellence in research and education. Through pioneering discovery and innovation, the faculty addresses global challenges across disciplines such as biology, chemistry, computing science, physics, mathematics, and earth sciences. Its work positions the university at the forefront of technological, environmental, and scientific advancement.