Description
The Department of Family Medicine in the Cumming School of Medicine invites applications for a Business Administrator. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.
This position reports to the reports to the Manager, Business Operations.
This role will provide business professional support to the operations of the DFM research and academic program through coordination and management of the daily activities for senior researchers and academic leaders, in relation to financial and human resources administration. This position works independently with minimal guidance solving complex problems that may require applying new perspectives to achieve desired outcomes and exercises sound judgment based on the analysis of multiple sources of information. This position has periods of high volumes of work and overloads with moderate to high stress levels. Works with many interruptions and must change daily work-plan and priorities to accommodate the needs of stakeholders.
The successful incumbent is required to manage competing deadlines and work prioritization to provide satisfactory results for the DFM team, as well as for other stakeholders, including Alberta Health Services (AHS), Primary Care Alberta (PCA) and U of C administrative departments (HR and Finance). Impact of error is high, confidentiality is essential, and the ability to work independently is critical.
Working in partnership with Accounts Payable, Accounts Receivable and Research Accounting, this position will coordinate to ensure all transactions are processed in accordance with the terms and regulations provided by the source of funds and the policies of the University.
Summary of Key Responsibilities (job functions include but are not limited to):
Finance:
- Responsible for timely and accurate entry of financial information
- Process and submit invoices, purchase orders, expense reimbursements and recoveries for the research and academic portfolio
- Investigates expense encumbrances and payment delays, and determine solutions and timelines
- Provides reporting of various accounts to stakeholders
- Assists in the development of procedures and financial processes for communication to department
- Along with the Business Manager, monitor the department's budgets and or research accounts through eFin and prepares reports and expenditure authorizations for approval, providing clarification on commitments and budget projections
- Provide Peoplesoft expertise to DFM as the super user
Operations:
- Maintains asset tracking for U of C purchased equipment, materials and supplies
- Orders and monitors office equipment and stationary inventories
- Coordinates office infrastructure improvements and repairs
- Provides support for the academic business continuity plan and communicate plan updates to staff
- Triage information requests and general inquiries from UofC stakeholders
- Resolves problems requiring in-depth knowledge of area and general knowledge of University of Calgary policies and procedures
- Act as a business administration resource for other staff within the department/Division as well as other departments
People Operations Coordination:
- Support the administration of DFM's Human Resources portfolio
- Initiating forms in Peoplesoft including job opening requests, job changes, terminations, template based hires, etc., after determining the validity of funding availability to support the requests
- Screening applicants and scheduling interviews
- Advise researchers and reports to managers to end and/or amend employment contracts or directing them to DFM management or a People & Culture (HR) Advisor for further guidance
- Create internal tracking processes required for reporting various HR metrics to leadership
- Create and maintain a spreadsheet to track job extensions and terminations
- Onboarding and orientation for new hires, which includes creating and maintaining resources required
Qualifications / Requirements:
- Bachelor's degree in a business or health related field required
- 5-7 years senior administrative experience preferably in an academic environment
- A combination of education and experience will be considered
- Minimum 5 years financial and human resource administration experience preferred
- Experience working in a health or research-related discipline would be an asset
- Proficient Computer literacy (Microsoft office or equivalent)
- Advanced Excel or database experience required
- Knowledge of research finances and compliance considered an asset
- Exposure to human resource administration considered an asset
- Advanced computers skills, specifically with Microsoft Office Suite, and experience using the Internet, on-line calendar and email systems. Experience with University Business systems, specifically PeopleSoft would be an asset
- Experiencing drafting and amending business policies, procedures and guidelines
- Demonstrated ability to provide a consistent high level of service
- Excellent written and verbal communication skills
- Strong problem-solving skills, sound judgement, tactful, flexibility and ability to meet strict deadline
- Ability to work independently, with the ability to determine and follow a work schedule in order to meet deadlines
Application Deadline: April 10, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
