Position Overview
The Department of Electrical and Software Engineering in the Schulich School of Engineering is currently seeking a Full-time Limited Term Project Administrator for approximately 6 months.
Position reports to Department Operations Manager. This is a Full-time position that provides administrative assistance to the Administrative Manager, Department Head, Academics and Research Groups. The position is complex with a variety of responsibilities. The incumbent must have the ability to organize and multi-task large volumes of work with conflicting deadlines and shifting priorities. The position deals with confidential information.
The incumbent must be able to work independently, determine own priorities and deadlines. This position deals with diverse tasks that require a broad range of knowledge and skills. Work requires discretionary decision making and ability to prioritize and manage competing interests with multiple deadlines. This position must have the ability to take initiative and to work with constant interruptions in an open, group situation environment.
The primary purpose of this position is to assist with the coordination and administration of research accounts for researchers within the department. This includes the application and award process for new research grants and contracts, supporting new research personnel, processing all research related transfers and verification of research accounts. This role processes HR related administrative tasks for the department, academics, and research groups, as well as processes expenses for academics and students.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Research Support:
- Provides advice in regards to process on established University policies and regulations related to research projects to academics, staff and graduate students. This requires knowledge and understanding of university and Schulich School of Engineering structure, governance and decision making processes
- Advises researchers with established granting agency rules and regulations, i.e. guidelines regarding acceptable and non-acceptable expenditures on various grants and helping to ensure all expenses are eligible and within granting agencies rules and University policies in conjunction with centralized Research and Trust Accounting
- Assists researchers with the management of their research project accounts, including monitoring over-expenditures, preparing journal voucher requests for transfers of expenses between research projects, maintaining spreadsheets for chair accounts
- Advises academics of granting agency audits on accounts chosen and any problems that may arise; advises academics of reporting required, as established by the agencies
- Monitors research accounts to check to ensure correct revenue has been received, follows up with RTA as required
- Provides a wide range of administrative duties for assigned faculty members including: making travel arrangements, scheduling meetings/booking rooms, drafting correspondence and preparing leave of absence form
- Sets up new projects including obtaining and submitting appropriate signing delegation for new projects
- Involved in year-end review of trust accounts, including preparing journal voucher requests to clear over-expenditures and zero out expired accounts; prepares spreadsheet yearly for record of funds into the department
- Responsible for preparation and submission of travel claims and Non-Employee reimbursement, PER claims, one-time lump sum payments
- Hiring Administrator for P/S hires for Chair Trust Accounts
Department Support:
- Advises the Operations Manager and Department Head regarding accounts as required
- Performs financial transactions for the department including preparing journal voucher requests, A/R billing requests and submitting expense reports on behalf of academics and will act as a reviewer to ensure accuracy
- Provides ongoing support for the non-employment reimbursement process which includes provide accounting distribution information and reviewing for accuracy and completeness
- Takes a leadership role in matters related to the retention of financial records, and tracking research project information
- Enters template-based hires and hire change requests / extensions (sessional, post doc, Research Assistants, studentships)
- Assistant to Department Head and Operations Manager
- Departmental coordinator for Academic Reports
- Responsible for administration for faculty recruitment, appointment, assessment and merit processes
- Acts as onboarding coordinator for new employees
- Provides administrative support the for the key data base and access to departmental spaces
- Helps maintains the departmental spaces with regular review
Qualifications / Requirements:
- Post-secondary business administration/accounting certificate.
- Minimum of 7 years of experience in a business environment, or, a combination of education and relevant experience, preferably in a university environment.
- Advanced knowledge of business-related software especially Microsoft Office applications (Word, Excel).
- Experience with financial reporting systems. Previous experience with COGNOS for finance applications an asset as is experience with eFin.
- Experience in PeopleSoft including e-procurement, travel & expense, A/P and payroll modules.
- Demonstrated strong organizational, communication and interpersonal skills.
- Previous experience in a university environment is an asset.
- Demonstrated problem-solving ability.
- Must be able to read and understand contracts and grants
- Ability to multi-task due to shifting priorities. Highly developed interpersonal, time management and communication skills.
- Ability to work independently, and to work in confidential settings and with confidential documents
Application Deadline: July 21, 2022
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.
Additional Information
This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information visit Careers in the Schulich School of Engineering.
The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.
About the University of Calgary
The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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 Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.