Administrative Coordinator - Edmonton, Canada - University of Alberta

University of Alberta

Verified Company

Edmonton, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

BUS Faculty General Manager:

Competition No.

Posting Date

Jul 10, 2023

Closing Date

Jul 19, 2023

Position Type

Full Time - Operating Funded

Salary Range

$51,055 to $69,342 per year

Grade

Hours

35
This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 1 year plus a day and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - This role is hybrid with a mix of remote and in-person.

Department summary

Position S
ummary

Reporting to the Administration Manager, the Administrative Coordinator will work closely with the four academic departments within the Alberta School of Business to complete travel and expense related activities for faculty members.

The incumbent will work closely with the Administration unit and Academic Department Services teams to provide accounting and financial support and ensures that accounting operations and administrative activities are aligned with University policies, accounting standards, and meet audit requirements.

This position will provide recruitment assistance to the Administration Services team and will lead and execute the School's internal events (e.g. BBQs, Winter Holiday Celebration, Coffee Connect, etc.).

Duties

Accounting Coordination/Initiation:

Reviews and initiates Expense Claims (travel and nontravel); internal controls of expenditure transactions
Builds and maintains monitoring techniques for integral and effective accounting activities
Maintains knowledge of university accounting management policies and communicates and interprets to the School's Faculty population
Builds processes for internal controls, accounting analysis and effective business processes
Initiates purchase requisitions through SupplyNet; monitors purchase orders, provides support to vendors and acts as a first point of contact regarding vendor's payments/invoices
Reviews and processes various transactions and supporting documentation for accuracy, compliance to policy and appropriate authorizations
Provides guidance and assists users with the initiation of routine accounting transactions
Identifies, troubleshoots, and resolves transactional issues; corrects errors; escalates broader, more complex issues
Administration Support:
Initiates transactions in conjunction with associated finance and/or HR requests
Reviews and prioritizes daily incoming correspondence and initiates or completes action depending on the complexity of the issue
Drafts and/or generates routine communications
Creates and maintains spreadsheets and/or databases
Prepares standard and adhoc reports
Maintains department records and supports records disposition process
Ensures accounting records process is maintained
Coordinates travel arrangements when required
Provides backup coverage to the Executive Assistant to the Faculty General Manager in the Dean's Office as required

Events:

Leads and executes event management plans for a variety of staff events within the School of Business: reserving space, organizing setup and clean up, sending out invitations, overseeing events budget, coordinating payments, etc.
Coordinates all details associated with event planning to leverage events and create meaningful experiences
Manages onsite event execution; proactively identifying and resolving issues
Communicates with clients; establishes relationship with vendors such as catering services, etc.
Organize and coordinate volunteers for larger events

Qualifications

Postsecondary Diploma (Preferably a diploma program in business administration, accounting or human resources)
23 years of relevant experience
Proficient in Microsoft Office, including strong Word and Excel; Google Applications, including Gmail, Google Docs, Google Meet; content management systems
Knowledge of PeopleSoft or similar enterprise systems and SupplyNET an asset
Experience in an enterprise financial environment, including experience with A/P, reporting & analysis, internal controls
Understanding of GAAP (Generally accepted accounting principles)
Strong relationship building skills, judgement and customer service
Excellent attention to detail, time management, and organizational skills
Strong communication skills—verbal and written required to elicit information, provide feedback, and to explain issues to various stakeholders
Experience in investigating problems and developing and implementing solutions
Demonstrated ability to work in a team environment and encouraging an environment of cooperation, collaboration, respect and integrity
Experience in event planning an asset

How to Apply
**We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.