Research Administrator Jobs

This competition is restricted to internal applicants of the University of Alberta. Please indicate your internal status using the "Advertisement" drop down menu when applying

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 is a remote work from home role

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.

Department Summary

The Department of Civil & Environmental Engineering and the School of Mining & Petroleum Engineering offers undergraduate and graduate students some of the finest instruction and facilities in North America. Our state-of-the-art research and instructional labs are matched only by our team of professors and researchers - recognized as some of the top achievers and scientists in their fields.

Position Summary

Responsible for the day-to-day operations and the decision making regarding the research and academic programs of the Principal Investigators (PIs). Acting as the first point of contact for PI’s HQP, Industry contacts, Vendors. Working closely with the departmental leadership team (Interim Chair, Vice Chair, ADM), this position provides key support to the successful operation of the Department. The Research Administrator will initiate and complete, when required, core program operational activities in the areas of finance, human resources, communications, events and building security. This position will also act as a general administrator for department members and shall provide assistance on how to navigate through the University of Alberta processes, policies, and procedures.

Generates specific actions without consultation, based on an understanding of the PI’s needs. Work typically has impact within the direct area and involves consultation with internal and external resources. The incumbent will play a critical role to resolve issues, remove barriers and provide support. The incumbent must solve routine problems using University policy, procedure or process or based on direction from the PI.

Duties

• Complete monthly reconciliation and financial projections for all research accounts and ensure that transactions are in compliance with the University, external funding agencies.
• Provide administrative support to the PIs, Interim Chair, Vice Chair, ADM and other department members as required.
• In collaboration with faculty members, assists with the invitation process for Visiting Scholars and provides consultative support relating to immigration processes and regulations.
• Initiate transactions for HR processes including eforms and appointment letters for all NASA, AASUA, Postdoctoral appointments, Teaching Assistants and Graduate Research.
• 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).
• Coordinate meetings, book venues, and arrange catering and logistics as required.
• Processes Salary and Benefits Adjustments (SBA) and submits Accounts Payable Journal Vouchers (APJV) in order to correct/clear research accounts.
• Maintain and reconcile research and grant accounts, identify and correct discrepancies and communicate with PI, RSO and co-investigators.

Minimum Qualifications

• Three years of administrative experience in an academic/research setting: grant management, reconciling accounts, hiring, and purchasing.
• Minimum of a high school diploma; administrative or HR diploma/certificate or related post-secondary education is strongly preferred.

Preferred Qualifications

• Senior level of Administrative support experience at a senior administrative level in an academic environment.
• Proficiency using MS Office applications (Word, Excel, Powerpoint); Google Suite applications (Docs, Sheets, Slides); Peoplesoft Financials (OASIS, HCM, FINANCIALS); eTRAC, and SupplyNet is required.
• Demonstrates initiative, resourcefulness, and willingness to accept responsibility; ability to work well under pressure and meet deadlines.
• Familiarity with the University of Alberta, its governing system and academic programs is preferred.