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.
This position has a term length of 1 year plus 1 day.
Location - This role is in-person at North Campus Edmonton during the probationary period. There is the possibility of a hybrid work arrangement following probation.
Position Summary
This position is being created to support the Faculty of Rehabilitation Medicine Continuing Education (CE) unit. This position reports to the Continuing Education Lead. The CE Advisor will provide the foundational academic, student support, and administrative services necessary for the functioning of the Faculty’s credit and non-credit continuing professional education programs. The CE Advisor works independently under the direction of the CE Lead and CE Director. The primary responsibilities of the CE Advisor fall under the categories of admissions, student advisory services, and general program support. You are responsible for providing HR and financial advice, processing, and support for the day-to-day operations of the CE unit.
The Faculty of Rehabilitation Medicine is Canada’s only free-standing faculty dedicated to rehabilitation. It offers accredited professional programs in Occupational Therapy, Physical Therapy, and Speech-Language Pathology, along with a substantial research and continuing education portfolio. With campuses in Edmonton, Calgary, and Camrose, the faculty serves approximately 1,000 graduate students and is a national leader in advancing rehabilitation practice and outcomes.
The CE Advisor supports a wide variety of activities including admissions, student advisory services, and general program support. The advisor is responsible for providing HR and financial advice, processing, and support for the day-to-day operations of the CE unit.
Admissions and Student Advisory Services
Manages the admissions lifecycle for graduate, professional, and continuing education programs, serving as the central point of contact for Graduate and Post-Doctoral Studies (GPS) on application/admission matters.
Guides prospective graduate students through UofA eligibility criteria, tracks incoming application files, and conducts formal grade and GPA assessments on completed application packages.
Advises and registers credit and non-credit students, manages program inquiries, and collaborates with the CE Lead to ensure the seamless onboarding of participants.
Counsels applicants and students on program requirements.
Advises students regarding accessibility and accommodation resources.
Assists with course withdrawal forms, add/delete forms, deferred exam requests, change of grade forms, etc.
HR Management, Coordination and Payroll
Serves as the primary point of contact for the Continuing Education (CE) unit's HR lifecycle. Coordinates transactions, appointment letters, and eForms for support, trust academic, Academic Teaching Staff (ATS), and casual positions.
Prepares, processes, and audits Pay Action Forms (PAF) to ensure precise employee compensation while strictly meeting institutional payroll deadlines and resolving staff pay issues.
Monitors time-entry reporting to guarantee all employee hours and contract terms adhere strictly to their respective collective agreements
Monitors ongoing changes to University HR policies and procedures, proactively educating and updating relevant unit stakeholders to maintain operational compliance.
Conducts audit checks to ensure pay action forms are in compliance with their appropriate collective agreements.
Responds to and resolves payroll issues for support staff, academic teaching staff, casual appointments, temporary appointments etc.
General Program Support
Coordinates with instructors and the CE Lead to set up and add to Learning Management System (LMS) course sites, format presentation recordings, and prepare in-person lab materials.
Enters credit and non-credit schedules into PeopleSoft/CERegister and manages CE unit meeting materials, schedules, and minutes.
Other administrative duties as needed.
Accounts Payable and Accounts Receivable
Pays invoices and processes expense claims, indents, journal vouchers etc.
Researches errors and discrepancies and recommends solutions.
Generates and/or coordinates with Operations Administrator to process invoices and external billings.
Bachelor's degree; equivalent combination of education and experience will be considered.
2-3 years’ administrative experience, preferably in post-secondary environment.
Experience in a post-secondary environment, particularly admissions and graduate program advisory services and support, is an asset.
Excellent Communication skills (oral and written) and interpersonal skills to foster and maintain effective relationships with faculty, staff, students, and external partners.
Ability to effectively organize priorities, manage time, problem solve and work independently as well as part of a team.
Human Resource experience in a post secondary institution is preferred.
Knowledge of the University of Alberta's HR policies, procedures and collective agreements is preferred.
Computer proficiency in a Windows or Mac environment using MS Office applications (Word, Excel); proficiency with PeopleSoft applications: Campus Solutions and HCM. Familiarity with Google Drive would be an asset.
Knowledge with the University of Alberta LMS (Canvas, CE Canvas) would be an 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.
