Department Coordinator

Job title: Department Coordinator

Company: University of Alberta

Job description: DescriptionThis position is a part of the Non-Academic Staff Association (NASA).This position offers a comprehensive benefits package which can be viewed at: .Location – This role is in person. Work primarily takes place at North Campus, Edmonton.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 FirstPeoples 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 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. .Working for the DepartmentPlease note that this position will be supporting 2 departments among the following Cell Biology, Medical Genetics, Pharmacology and Physiology.The Department of Cell Biology delivers comprehensive BSc, MSc and PhD educational programs with a focus on training the next generation of scientists and related health professionals. These programs are integrated with a group of research laboratories led by internationally recognized scientists driving new insight into the causes and effects of human disease, and how these might be treated in the future.The Department of Medical Genetics, through the integration of clinical care, education, and basic research, is striving to translate these medical genetics advances into improved health for Canadians. The department consists of an exceptional and dedicated group of scientists, clinicians, technical and support staff, and trainees who have come together with a shared vision of increasing the understanding of the causes and consequences of genetic disease, in improving diagnosis and patient care, and in educating other professionals and the public about medical genetics.The Department of Pharmacology is an integral part of the Faculty of Medicine and Dentistry at the University of Alberta. We are proud of the excellence of our scientific research and our deep commitment to undergraduate and graduate education.Established in 1914, the Department of Physiology is dedicated to exploring the intricate workings of living systems through studying the biological and chemical processes governing their functions. We are an international department ranked 21st amongst Physiology Departments worldwide (QS World University Research Rankings 2022).Position SummaryReporting to the Administrative Supervisor, this role is vital in coordinating, reviewing, and resolving administrative requests and projects from various stakeholders within assigned departments. The incumbent will manage a wide range of tasks including staff appointments, financial reconciliations, grant adjudications, laboratory certifications, and teaching support. This position serves as the primary contact for stakeholders, acting as a gateway to departmental resources.DutiesAdministrative

• Develop and execute an annual calendar of administrative and operational activities, including faculty meetings, curriculum development, and scholarship adjudications.
• Assess operational needs and organize logistics for departmental retreats and meetings.
• Track decisions from meetings and ensure their implementation.
• Review and update departmental policies in alignment with faculty and college standards.

Operations

• Establish communication channels to disseminate key information to stakeholders.
• Monitor space usage and coordinate maintenance needs.
• Anticipate supply needs and streamline operational processes for efficiency.

Finance Support

• Troubleshoot transactional issues and reconcile financial transactions, addressing over-expenditures as needed.
• Initiate purchase requisitions and manage vendor payments.
• Reviews financial transactions for accuracy and compliance with policies.

HR Support

• Track and manage adjunct and staff appointments, including recruitment and onboarding processes.
• Coordinate with HR services to address departmental needs.

Safety and Security

• Monitor departmental safety and security, coordinating necessary reviews and follow-ups.

Outreach and Communication

• Assist in developing marketing strategies and organize outreach events to engage stakeholders.
• Maintain and update departmental website content for accuracy.

Research Support

• Administer research accounts for multiple researchers, providing financial guidance and support.
• Assist in laboratory operations and grant management.

General Administration

• Respond to inquiries and manage departmental email communications.
• Support chairs and faculty in managing their calendars and priorities.

Qualifications:

• Post-secondary degree in Business Administration, Public Administration, or related field.
• Project Management certification (e.g., PMP) is an asset.
• Minimum five years of administrative experience in a complex environment.
• Proven ability to lead collaboratively and communicate effectively with diverse stakeholders.
• Very strong capacity to lead and influence upwards, laterally and downwards;
• Current or previous experience in administration at the University of Alberta is an asset.
• Excellent organizational and written communication skills.
• Demonstrated ability to work collaboratively in teams, and independently with minimal supervision.
• Strong commitment to confidentiality and professionalism.
• Strong organizational, written, and interpersonal skills.
• Proficiency in Microsoft Office, Google Applications, and PeopleSoft or similar systems.

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 November 25, 2024, Edmonton, Alberta local time.

Expected salary: $51821.52 – 70382.74 per year

Location: Edmonton, AB

Job date: Wed, 06 Nov 2024 06:13:05 GMT

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