General Office Administrator

Job Description

BUS Undergraduate Office Competition No. - S103052398 Posting Date - Jan 02, 2024 Closing Date - Jan 15, 2024 Position Type - Full Time - Operating Funded Salary Range - $51,821 to $70,382 per year Grade - 08 Hours - 35 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 - This role is in person at North Campus Edmonton. 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. Working for the Department The Alberta School of Business is one of the world’s leading institutions in business education and research and is the first and longest continually accredited business school in Canada. We’re positioned to help shape the future of business with over 140 tenured, tenure track faculty and full and part-time academic teaching staff members who are at the forefront of cutting-edge research and innovative teaching. With 3400 students in our undergraduate program and 950 students in our graduate programs (including 58 PhD students), we are dedicated to fostering a welcome and supportive environment where every student has the opportunity to thrive and reach their full potential. We equip our faculty and students with the latest insights and tools to ensure students receive a transformative learning experience that prepares them for success in a rapidly evolving business landscape. Since 1916, the innovative ideas, entrepreneurial spirit and leadership of the school’s more than 33,000 alumni have strengthened businesses and communities worldwide. We actively foster partnerships with local businesses, organizations and government agencies, allowing our students and faculty to address real-world challenges and contribute directly to the local and global economy. Our outreach programs extend beyond the classroom, empowering students to use their skills for the betterment of society. At the Alberta School of Business, you’ll be part of a dynamic and forward-thinking community that values collaboration, inclusivity and continuous growth, making it an exceptional place to contribute your talents and expertise. For more information about the school, please visit our website at: https://www.ualberta.ca/business. Position Reporting to the Manager, Undergraduate Office, this position provides trustworthy, flexible, accurate and timely support to the Undergraduate Associate Dean and Manager. Carrying broad responsibilities, and acting as a key strategic representative of the Associate Dean and Manager, this position provides support in a range of areas, including finance, HR/recruitment, security, communications, executive coordination, risk management, logistics, administration, accreditation, and academic governance. As a representative and trusted resource for the Associate Dean and Manager, Undergraduate Office, the General Administrator operates with a high level of professionalism and exercises good judgement in the execution of their role. In addition to carrying out their duties as outlined below, the General Administrator helps to set an elevated and professional tone in the Business Undergraduate Office. Duties Performs purchasing functions, reconciliations and internal control/quality assurance review of financial transactions and requests prior to processing to ensure accuracy, compliance, appropriate supporting documentation, and prevention of fraud. (Supplynet, direct payment request, indent, p-card, etc.) following all relevant financial policies and procedures. Designated general p-card holder for the Undergraduate Office. Serves as recording secretary for area, program and committee meetings; prepares minutes, emails, internal communications, agendas and other correspondence Provides administrative support, calendar management and other executive coordination duties for the Associate Dean and Manager, Undergraduate Office Provides advice/administrative policy guidance to other staff in the Business UG Office with respect to ensuring UAPPOL and other policy requirements are met. Initiates requests and troubleshoots financial and compliance issues in consultation with the finance partner and/or Shared Services, Insurance and Risk Management, or other administrative units as applicable. Resolves or escalates issues as appropriate. Facilitates job postings and supports competition processes on behalf of the Undergraduate Office. Acts as Undergraduate Office Onboarding Coordinator by executing onboarding process, as well as providing onboarding oversight. Establishes and maintains staff office files under supervision of Manager (e.g. onboarding/offboarding checklists, staff training dockets, assigned technology/space, etc.). Initiates requests and troubleshoots HR/payroll issues in consultation with HR partner and/or shared services, or other administrative units as applicable. Resolves or escalates issues as appropriate. Ensures staff PLP, absence tracking and work hours (for hourly staff) is kept up-to-date and is organized; recommends process improvements to improve efficiency and effectiveness of team time management. Supports facilitation and coordination of staff performance appraisal process at the request of the Manager, Undergraduate Office. Liaises with faculty's Health and Safety Committee and takes lead on any implementation items taken on by the Business Undergraduate Office. Communicates with and coordinates other staff in support of these initiatives, as required. Prepares emails, memos, newsletters, announcements and other internal communications, agendas and correspondence targeting various administrative, faculty and university audiences. Initiates requests and troubleshoots marketing, communications, branding and reputational issues in consultation with the Marcom service partner or other administrative units as applicable. Resolves or escalates issues as appropriate. Ensures physical space, supply and technology needs of Undergraduate Office are effectively organized and coordinated. Including supporting inventory, signage needs or other general logistics of the Business Undergraduate Office. Keeps track of technology equipment assignment and conditions and needs of the undergraduate office and coordinates purchasing, repair and maintenance in collaboration with the school's technology coordinator and/or IST. Organizes and supports all logistical aspects of meetings on behalf of the area. Manages or supports area-specific events. Acts as the first point of contact and with the Dean's Office and any other internal stakeholders on behalf of both the Associate Dean and Manager, Undergraduate Office. Interacts with and responds to inquiries from faculty, staff and students. Contact requires the use of high-level tact, discretion and judgement. Other similar administrative, logistical, or executive coordination duties as required. Minimum Qualifications Post-secondary degree in Business Administration, Public Administration or Management, or Equivalent. At least 2-3 years of progressively responsible and related experience in a large complex environment, preferably in a post-secondary setting Demonstrated proficiency with, Peoplesoft HCM, Financials, Campus Solutions, Supplynet, MS Office particularly Excel, and Google applications. Excellent computers skills, including proficiency in spreadsheets, word processing and calendar management software; proficiency in marketing platforms is an asset. Demonstrated ability to develop and maintain positive, professional, collaborative working relationships with all stakeholders at all organizational levels. Demonstrate ongoing excellent communication with all stakeholders from a wide variety of cultural backgrounds. Demonstrate ability to work independently and collaboratively. Demonstrated ability to effectively apply appropriate discretion and professional judgement. Demonstrated ability to manage time and workload effectively and meet deadlines in a public-facing and fast-paced high volume office. Demonstrated ability to apply and adhere to strict confidentiality guidelines, FOIPP, records management protocols, and all relevant university policies. Demonstrated ability to work with large unionized public sector and or post-secondary academic organizations. 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.