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.
Location - This role is hybrid with a mix of remote and in-person work at North Campus, Edmonton.
Reporting to the Administration Manager, the Administrative Coordinator will work closely with the four academic departments within the Alberta School of Business to complete travel and expense-related activities for faculty members. The incumbent will work closely with the Administration unit and Academic Department Services teams to provide accounting and financial support and ensure that accounting operations and administrative activities are aligned with University policies, accounting standards, and meet audit requirements. This position will provide recruitment assistance to the Administration Services team and will lead and execute the School’s internal events (e.g., BBQs, Winter Holiday Celebration, Coffee Connect, etc.).
The Alberta School of Business is one of the world’s leading institutions for business education and research. As the first and longest continually accredited business school in Canada, it is also one of the country’s largest, with 70 faculty members, 2,100 undergraduate students, and 950 graduate students. Since its inception in 1916, the school’s innovative thinking, entrepreneurial spirit, and leadership have shaped communities and businesses around the world. With a vision to develop and inspire entrepreneurial leaders from Alberta for the world, the School excels in research, teaching, and external engagement.
Accounting Coordination/Initiation:
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Reviews and initiates Expense Claims (travel and non-travel); internal controls of expenditure transactions.
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Builds and maintains monitoring techniques for integral and effective accounting activities.
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Maintains knowledge of university accounting management policies and communicates and interprets to the School’s Faculty population.
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Builds processes for internal controls, accounting analysis, and effective business processes.
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Initiates purchase requisitions through SupplyNet; monitors purchase orders, provides support to vendors, and acts as a first point of contact regarding vendors' payments/invoices.
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Reviews and processes various transactions and supporting documentation for accuracy, compliance with policy, and appropriate authorizations.
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Provides guidance and assists users with the initiation of routine accounting transactions.
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Identifies, troubleshoots, and resolves transactional issues; corrects errors; escalates broader, more complex issues.
Administration Support:
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Initiates transactions in conjunction with associated finance and/or HR requests.
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Reviews and prioritizes daily incoming correspondence and initiates or completes action depending on the complexity of the issue.
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Drafts and/or generates routine communications.
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Creates and maintains spreadsheets and/or databases.
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Prepares standard and ad-hoc reports.
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Maintains department records and supports the records disposition process.
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Ensures the accounting records process is maintained.
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Coordinates travel arrangements when required.
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Supports recruitment-related administrative tasks in consultation with the hiring manager, HR Partner, or Shared Services.
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Provides back-up coverage to the Executive Assistant to the Faculty General Manager in the Dean’s Office as required.
Events:
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Leads and executes event management plans for a variety of staff events within the School of Business: reserving space, organizing set-up and clean up, sending out invitations, overseeing events budget, coordinating payments, etc.
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Coordinates all details associated with event planning to leverage events and create meaningful experiences.
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Manages on-site event execution; proactively identifying and resolving issues.
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Communicates with clients; establishes relationships with vendors such as catering services, etc.
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Organize and coordinate volunteers for larger events.
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Post-secondary Diploma (Preferably a diploma program in business administration, accounting or human resources).
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2-3 years of relevant experience.
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Proficient in Microsoft Office, including strong Word and Excel; Google Applications, including Gmail, Google Docs, Google Meet; content management systems.
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Knowledge of PeopleSoft or similar enterprise systems and SupplyNET is an asset.
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Experience in an enterprise financial environment, including experience with A/P, reporting & analysis, and internal controls.
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Understanding of GAAP (Accepted Accounting Principles).
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Knowledge of audit, control, and reconciliation procedures, experience in applying internal controls and assessing and implementing business processes in an ERP environment.
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Strong relationship-building skills, judgement, and customer service.
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Excellent attention to detail, time management, and organizational skills.
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Strong communication skills—verbal and written—are required to elicit information, provide feedback, and to explain issues to various stakeholders.
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Experience in investigating problems and developing and implementing solutions.
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Demonstrated ability to work in a team environment and encourage an environment of cooperation, collaboration, respect and integrity.
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Experience in event planning is 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.
