Now Hiring: Administrative Assistant

Administrative Assistant

SCI Computing Science

University of Alberta

Competition No.  -   S113947007
Posting Date  -   Dec 22, 2021
Closing Date  -   Jan 05, 2022
Hourly Rate  -   $25.62 - $30.94
Grade  -   07
Hours  -   40

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. Please indicate your internal status using the "Advertisement" drop down menu when applying.

This position has an end date of 1 year from the date of hire.

Reporting to Finance & HR Officer, the Administrative Assistant works in collaboration with the administrative team at the Alberta Machine Intelligence Institute (Amii) on campus, assists Amii Fellows, primarily providing support administrative activities and initiate forms for either finance or HR. 

Duties

• Responsible for Human Resources records and procedural management of Amii postdoctoral fellows, graduate and undergraduate students, casual staff (including but not limited to: semi monthly /monthly payroll, pay action forms, letter generation for continuing and exiting personnel, timesheets, all according to UofA policies and procedures). Keeps abreast of policy and procedural changes.
• Ensures adherence, compliance to granting agency guidelines and UofA policies and procedures
• Works with Amii Fellows to gather appointments data, verifies accuracy, assigns rates and speed codes; submits all the necessary paperwork to the UofA system(s)
• Ensures compliance with internal and external deadlines
• Provides assistance to students and employees with employment-related concerns in a timely and solution-oriented manner
• Responsible for correcting errors on Amii accounts, reconciling past accounting errors, and adjusting human resource account allocations 
• Prepares Salary and Benefits Adjustments (SBA) and Accounts Payable Journal Vouchers (APJV) to correct/clear research accounts
• Regularly updates the finance team on any appointment changes
• Assists in collecting information necessary for grant proposals 
• Prepares contract for services on SupplyNet and processes wire transfers
• Maintains confidentiality with respect to personal information
• Assists supervisor in scheduling and coordinating interviews
• Assists with HR-related ad hoc requests, and projects as assigned
• Analyzes HR metrics and recommends improvements to Amii’s internal processes
• Performs other related duties as required

Qualifications

• Post-Secondary Certificate/Diploma in administration; minimum High School diploma
• Minimum 5 years of experience in a similar role (ideally in a post-secondary environment)
• Strong background knowledge of, and experience in research administration, human resources; familiarity with the UofA appointment processes would be an asset
• Excellent communication and interpersonal skills
• Ability to learn quickly and adapt in a rapidly changing environment
• Superior accuracy and attention to detail
• Ability to prioritize (sometimes conflicting) tasks effectively to meet deadlines
• Strong problem-solving skills
• Ability to work independently with minimal supervision
• Strong team player with the ability to effectively collaborate with diverse Amii teams, professors, departmental staff
• Thorough working knowledge of Google docs/spreadsheets/forms
• Familiarity with audit procedures, both internal and external

COVID-19 Vaccination: Proof of full vaccination against COVID-19 in compliance with the University’s COVID-19 Vaccination Directive. Fully Vaccinated means a status an individual achieves 14 days after having received the recommended number of doses of a COVID-19 vaccine approved by Health Canada or the World Health Organization, and requires the individual to maintain the recommended number and type of vaccine doses as updated and required by Health Canada thereafter.

How to Apply

Apply Online

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.