General Administrator, Edmonton

About the Job This competition is open to all applicants; internal candidates and 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 hybrid with a mix of remote and in-person work at North Campus Edmonton.

Reporting to the Administration Manager, the General Administrator will provide a wide range of administrative, financial and human resources support to the School of Business. This position supports the operations of the School based on an understanding of the administrative and academic leadership’s needs. The General Administrator will play a key role in ensuring that the day-to-day work of the School is directed to the right people and systems by the applicable deadlines. Consulting with internal and external resources, this position must solve routine problems using policy, procedure, process or based on direction from the administrative or academic leadership.

Responsibilities Process Coordination / Initiation:

FEC and ATSEC administration

Provides guidance and assists users with the initiation of routine transactions. Escalates issues to the Staff Service Centre, assigned Human Resources Service Partner or assigned Finance Partner

Initiates area transactions in consultation with the ADMs, HR Partner, Finance Partner, or External Engagement Partner, as required

Initiates transactions in PeopleSoft in conjunction with associated finance and/or HR resources to make adjustments; for example: eForms, PIFs, PAFs, contract requests, APJVs, billings

Initiates transaction flow for various talent acquisition functions such as position evaluation, writing postings, and the recruitment process

Initiates, coordinates and submits paperwork for Special Continuing Academic appointments

Initiates purchase requisitions, purchase orders and invoices through SupplyNet; initiates vendor payments

Reviews individual transactions and supporting documentation for accuracy, compliance to policy and appropriate authorizations

Identifies, troubleshoots and resolves transactional issues; correct errors and escalates broader more complex issues

Program Operations:

Creates and maintains spreadsheets and/or databases; prepares standard and ad-hoc reports

Maintains area/program records

Organizes meetings, conferences, seminars and special events

Sends out surveys or information requests; complies submissions for review

Provides administrative support for standing and special meetings; coordinates documents and agendas; anticipates and prepares supporting materials; distributes meeting minutes

Communications:

Screens, directs, and processes phone, electronic and in person queries

Drafts and/or generates routine communications; gathers information from office records to draft emails, memos, and other documents for supervisor review

Manages correspondence for the program or service; reviews and prioritizes daily incoming correspondence and initiates or completes action depending on the complexity of the issue

Updates information/ data within the content management system

Prepares briefing materials for meetings and committees

Prepares letters, emails, and other documents for the area; proofreads and reformats documents

Qualifications

Post-secondary Diploma; preferably a diploma program in business administration, accounting or human resources

2-3 years of progressively responsible operational support experience, preferably in a post-secondary setting

Demonstrate proficiency with PeopleSoft HCM, Financials, Campus Solutions, SupplyNET, MS Office and Google applications

Excellent computer skills including proficiency in use of database, spreadsheet and word processing software

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 apply and adhere to strict confidentiality guidelines, FOIPP, records management protocols, and all relevant university policies

Demonstrate ability to work with large unionized public sector and or post-secondary academic organizations

Ability to quickly prioritize workload, multi-task and work well under pressure is essential

Demonstrated problem-solving skills, including the ability to identify, investigate, analyze, and resolve issues

Excellent attention to detail, time management, and organizational skills

Exceptional work ethic and commitment to quality work

Application Instructions Click "Apply Now" to submit your resume and cover letter in ONE file.

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).

EEO Statement The University of Alberta is 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 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.

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