Administrative Assistant

SCI Physics

Competition No. – S107844811

Posting Date – Apr 26, 2021

Closing Date – May 03, 2021

Position Type – Full Time – Grant Funded

Salary Range – $42,830 to $57,364 per year

Grade – 06

Hours – 35.00

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.

This position has an expected start date in mid-May and a term length of 1 year with the possibility of extension and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

This Administrative Assistant provides administrative, financial, and computing assistance in support of three Principal Investigators. The successful candidate will interact with a diverse group (including students, postdoctoral fellows, technicians, principal investigators, collaborators, and industry representatives) to meet the Principal Investigators’ varied administrative needs.

Duties

Assist with the preparation of grant applications including maintaining common CV, proofreading, assembling, gathering signatures and tracking progress in University systems.

Assist with preparation of progress reports, other periodic or special reports, and grant submissions using appropriate word-processing programs and/or transcription. Format, edit and proofread all reports for accuracy. Collect and collate information from collaborators and partners for these reports.

Make travel arrangements: arrange for flights, accommodations, and ground travel for supervisors, members of the research group, visiting scientists, or other individuals as requested.

Prepare travel and expense claims, checking eligibility of expenses against grant rules and gathering signatures (where necessary).

Organize workshops/meetings as requested, help arrange pre-event requirements such as facilities, scheduling, announcements, visiting speaker arrangements, financial aspects, logistical aspects. Help troubleshoot problems with attendees and facilities, prepare reimbursements and meeting reports.

Assist Physics administration and group members with recruitment processes, appointment forms and foreign visitor documents.

Use eTRAC to assist with preparation of budgets, financial reports and other documents requested by the department, faculty, central administration or external agencies.

File reports, agreements, contracts, expenses and other documents.

Assist with purchasing, work orders and other acquisition requirements through various policies and procedures used by the organization (SupplyNet Purchase Orders & Change Orders, Corporate Purchasing Card, Indent etc).

Review monthly charges for accuracy and arranging for the resolution of any incorrect charges on the general ledger.

Prepare reports for grant holder when requested, including potential projections to year end.

Delegated approval of submitted time for trust employees in 3 research groups.

Develop, maintain and create content for group websites.

Qualifications

An undergraduate degree in a related field is required. Post-secondary education in accounting is a preferred asset.

Excellent written, verbal and interpersonal communication skills and a high level of accuracy and attention to detail.

Superior organization and time management skills with the ability to effectively manage and prioritize multiple tasks to meet deadlines within a fast-paced work environment.

A minimum of 2 years experience in research administration including: grant management, hiring, and purchasing.

Proficiency using MS Office applications (Word, Excel, Powerpoint); Google Suite applications (Docs, Sheets, Slides); Peoplesoft Financials; eTRAC, and SupplyNet is required.

Demonstrated previous experience creating websites and web content.

Along with your resume, please submit a cover letter that outlines why you believe you are the right person for this position. Applications received without a cover letter will not be considered.

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.