SC Chemistry
Competition No. - S104947793Posting Date - May 02, 2022
Closing Date - May 09, 2022
Position Type - Full Time - Operating Funded
Salary Range - $46,627 to $62,954 per year
Grade - 07
Hours - 35
This competition is open to all applicants however internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please indicate your internal status using the "Advertisement" drop down menu when applying.
This position is a part of the Non-Academic Staff Association (NASA).
This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.
Location - North campus
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.
Department summary
The Department of Chemistry at the University of Alberta provides an outstanding environment for studies in chemistry, is among the most research active departments in Canada, and is regarded as being among the top three in the country. The department is one of the best equipped and best funded in North America and has a faculty renowned internationally for its excellence in teaching and research.
Position summary
The Department of Chemistry is seeking a customer-service focused administrator with excellent organization skills and superior attention to detail to fulfill the Administrative Assistant role. Under the supervision of the Academic Department Manager, this position is responsible for delivering a comprehensive set of administrative services to support the teaching and research programs of the Department.
Duties
- Greets visitors and delivers exceptional customer service assistance while providing an overall welcoming environment
- Responds to a variety of inquiries from visitors, students, and staff; evaluates incoming calls and emails, and responds or redirects as appropriate
- Maintains and updates the Department's website and social media accounts
- Coordinates travel arrangements for faculty, staff, and students when traveling for business purposes, such as conferences or recruitment events
- Coordinates the Department's Visiting Speaker Program
- Assists faculty and student groups with organizing visiting speaker program events, advertising, arranging travel and catering, scheduling site bookings, and other associated activities
- Coordinates all aspects of meetings and speaking events; including creating agendas, tracking action items, obtaining venue, equipment, catering, coordinating with external service providers, sending out communications, etc.
- Provides guidance and assistance to students, staff, and visitors for entering and submitting travel & expense claims; completes paper claims for non-employees as required
- Assists researchers with the initiation and troubleshooting of purchase requisitions, purchase orders, and invoices through SupplyNet
- Requests Corporate Credit Cards for faculty and staff through the Staff Service Centre as required
- Performs credit card verifications and reconciliations for Departmental credit card and assists PIs with the reconciliation of their credit cards
- Reviews individual financial transactions and supporting documentation for accuracy, appropriate authorizations, and compliance to institutional and granting agency policies
- Provides guidance and assists Principle Investigators (PIs) with the initiation of routine financial transactions for their research grants and escalates issues to the Staff Service Centre or assigned Financial Partner
- Identifies, troubleshoots, and corrects/resolves transactional issues, while escalating broader, more complex issues
- Provides multi-dimensional support to the CFI-funded projects held under the Department
- Maintains financial spreadsheets and/or databases for various Departmental programs
- Runs standard reports, compiles and maintains data and assembles and formats data to create simple reports
- Photocopies, prints, and collates documents for faculty members and instructors; submits orders to external printing services as required
- Sorts and distributes mail and maintains mailroom equipment and supplies by adding new users, ordering supplies for photocopiers and fax machines; troubleshooting problems and submitting service equipment service requests as necessary
- Manages the Department's conference rooms, books meeting requests and/or provides booking assistance and oversight; accepts, alters, rejects, cancels, or holds booking requests via a dedicated email account
Qualifications
- Minimum Business Administration Diploma preferred; equivalent combinations of education and experience will be considered
- Minimum of two years related office or administrative experience
- Adaptable, agile and technologically savvy; advanced capability with MS Office suite, Google Applications and PeopleSoft systems
- Excellent interpersonal and communication (verbal and written) skills including strong ability to demonstrate professionalism, confidentiality, and diplomacy
- Demonstrated ability to take initiative and perform duties independently
- Superior organization, accuracy, and attention to detail
- Excellent spelling, grammar, editing, and proofreading skills
- Ability to work in a fast paced, high volume environment
- Strong business acumen to confidently work with multiple stakeholders
- Excellent time management and organizational skills and critical thinking skills
How to Apply
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.
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.COVID-19 Vaccination: Proof of full vaccination against COVID-19 in compliance with the University's COVID-19 Vaccination Directive. Fully Vaccinated means a status an individual achieves 14 days after having received the recommended number of doses of a COVID-19 vaccine approved by Health Canada or the World Health Organization, and requires the individual to maintain the recommended number and type of vaccine doses as updated and required by Health Canada thereafter.