Assistant Department Administrator

University of Alberta

Assistant Department Administrator providing finance and HR support to Surgery and Ophthalmology departments. Handling departmental events and various administrative tasks in a hybrid work environment.

Posted 7/14/2026full-timeEdmonton • 🇨🇦 CanadaJuniorMid-LevelWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in finance and human resources functions, including Purchase Order creation, Accounts Receivable management, and grant tracking. Proficient in MS Office applications and PeopleSoft Financial modules, with a strong understanding of University of Alberta policies.

Highest-signal resume keywords

Purchase Order CreationAccounts Receivable ManagementGrant TrackingMS Office ProficiencyPeopleSoft Financial Modules

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Purchase Order CreationAccounts Receivable ManagementGrant TrackingP-Card ReconciliationHonorarium ProcessingPerformance Appraisal SubmissionClinical Faculty Appointment ManagementDocument Organization for Clinical TrialsBudget MonitoringProcess Documentation

Soft Skills

Event CoordinationCommunicationOrganizational SkillsTeam Support

Tools & Technologies

MS Windows OfficePeopleSoft Financial ModulesGoogle SuiteResearcher Home PageETrac

Certifications & Qualifications

Postsecondary Certificate or Diploma in AccountingBusiness Administration

Industry Keywords

FinanceHuman ResourcesUniversity PoliciesDepartmental AdministrationClinical Trials

About the role

Key responsibilities & impact

Creates Purchase Orders as required
Supply net ordering
Submission of coding of Alberta Health Fellowships payments to staff services
New Accounts Receivable customer set up
PGME grant tracking
P-card reconciliations
Creation of Award Letters
Support and back up the finance focused Department Administrator
AP/JV's
Completing and submitting honorarium and non-employee reimbursement forms
Creation and maintenance of CCID's
Distribution and submission of performance appraisals
Clinical Faculty appointment follow up, renewals and new appointments
Vacation balance monitoring
Support and back up HR focussed Department Administrator
Key request and distribution, AHS badge and access requests
Create grant amendments and proposals
Monitor monthly balances for over expenditures
Work with researchers to determine how to clear over expenditure
Facilitate departmental awards and communicate with Research Committee
Track patients for clinical trials to facilitate billing
Organize documents for investigator binders
Planning of, attendance at, and assistance on day of departmental events
Coordination of catering, room rentals etc. for departmental events
Support and maintain the departmental intranet
Assists with drafting and maintaining departmental process documents and procedure manuals
Boardroom bookings
Additional duties as required

Requirements

What you’ll need

Postsecondary certificate or diploma in Accounting, Business Administration or a related field
Minimum 2 years of related finance and human resources experience preferably in a large complex environment
Computer proficiency in MS Windows Office applications (Excel, Word, Outlook, and PowerPoint) and knowledge of PeopleSoft Financial modules and well as Google Suite
Working knowledge of University of Alberta policies and procedures is extremely advantageous
Experience with Researcher Home Page and eTrac is an asset

Benefits

Comp & perks

This position offers a **comprehensive benefits package**.