This competition is restricted to internal applicants of the University of Alberta. 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. The incumbent will be required to work in-person during 6-month probation period. Once probation is passed, they will be eligible to apply to the University of Alberta Work from Home Program.
The Department of Pediatrics at the University of Alberta is one of Canada’s leading academic health centres for pediatric specialty and subspecialty education and research. Working closely with the Stollery Children’s Hospital and community pediatrics in Northern Alberta, we are committed to meeting the unique needs of our community and providing exceptional care for infants, children, youth, and families. Our core values of compassion, growth and health equity are at the heart of everything we do. Our department members are engaged in exciting research endeavors, contributing to excellence in pediatric care. Additionally, we offer a diverse array of accredited residency training programs, graduate programs, and unique training experiences, all under the guidance of our dedicated teaching staff.
Reporting to the Operations Manager, the Operations Coordinator will work on behalf of the Office of the Chair for the Department of Pediatrics to provide a wide range of administrative support to faculty, staff, and students. This position will work closely with principal investigators across the Department to maintain and manage their research financial accounts, support hiring of faculty & staff and with managing employee contracts. They are responsible for providing expert advice, training, consultation and assessment of administrative processes within the department. This position will also provide back-up support with high volume, full-cycle recruitment of AMHSP faculty physicians and clinical academic colleagues to the Department of Pediatrics. The Operations Coordinator will generate process initiation and coordinate engagement activities based on an understanding of the leadership and department’s needs. They will solve problems using University and AMHSP policy, procedure, and process or based on direction from the Administrative/Academic leaders.
The Faculty of Medicine & Dentistry is one of the world’s top academic health science centres. With 21 departments, multiple research institutes and centres, and a focus on excellence in education, research, and clinical care, the faculty trains outstanding medical and dental professionals and drives global health innovation in collaboration with partners across sectors.
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Monitor and oversee all financial activity across the full lifespan of departmental research and trust accounts. Act as the trusted support to Principal Investigators (PIs) regarding grant/agency compliance, budgeting, expense eligibility, financial reporting, and account planning.
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Complete comprehensive financial analyses and projections to advise PIs on the optimal application of funds; proactively identify and resolve potential over-expenditures to mitigate financial and reputational risk.
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Oversee reconciliations, cost recoveries, billings, internal controls, travel & expense (T&E) processing, and month/year-end closures on department trust accounts.
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Serve as the first point of contact for department-level employee transactions, including employment contract initiation, track probations/annual reviews, and coordinate extensions for various academic, support, and post-doctoral positions (including AASUA, NASA, PDFA, GSA).
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Coordinate the full onboarding of new support staff, as well as offboarding processes (termination paperwork, CCID administration, system access management).
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Maintain staff lists, organization charts, and email lists; pull custom staff reports from HCM, Campus Solutions, and FARM systems as requested by leadership.
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Provide backup support for full-cycle recruitment of AMHSP physician faculty during peak recruitment times, ensuring compliance with University and Alberta Health Services (AHS) recruitment criteria.
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Coordinate complex 2-to-3 day recruitment candidate itineraries, including booking flights, interview schedules, catering, and house-hunting trips for candidates/visitors.
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Bachelor’s degree required, major in Accounting or Business Administration preferred.
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3+ years experience in a University setting required, with exposure to education or research administrative support activities considered an asset.
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Strong interpersonal skills with the ability to foster collaborative relationships.
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Proven ability to work effectively with incomplete or rapidly changing information while maintaining a high level of accountability, detail-orientation, and professional discretion.
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Excellent verbal and written skills, including the ability to convey difficult decisions, manage intercultural communication, and build collaborative relationships across all organizational levels.
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High attention to detail, strong time management, and the ability to work both independently (with minimal direction) and as part of a team under tight deadlines.
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Strict adherence to confidentiality guidelines, FOIP/POPA, and records management protocols.
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Understanding of U of A policies and procedures (UAPPOL) is considered an asset.
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Familiarity with the Royal College of Physicians and Surgeons policies and medical residency programs is a strong asset.
Application Instructions
Click "Apply Now" to submit your resume and cover letter.
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 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. 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.
