Department Vice-President Research Innovation

Salary range $54,977.40 to $74,669.16

Hours per week 35

Grade 8

Posted date August 29, 2025

Closing date September 15, 2025

Position Type Full Time - Operating Funded

Description

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

This position has a term length of 2 years and offers a comprehensive benefits package.

Location - This role is in-person. Work primarily takes place at North Campus, Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more**.**

Working for the Office of the Vice-President (Research) (VPR)

VPR supports the university's research function, helping ensure those involved in research and partnership activities adhere to the highest operational, financial, legal, ethical and safety standards. We also develop and administer policies to ensure regulatory compliance.

Position

The General Administrator provides essential operational and administrative support to the Office of the Vice-President (Research) (VPR), a dynamic portfolio responsible for advancing the University of Alberta’s research, and commercialization strategies. Reporting to a designated supervisor within the VPR leadership team, the incumbent plays a critical coordination role that spans human resources, finance, events, and internal operations.

This position supports a complex and high-profile environment involving multiple research units, external partnerships, and internal stakeholders. The General Administrator ensures timely and accurate execution of HR and financial transactions, assists with recruitment and onboarding, and serves as a liaison with Shared Services and central university units. The role also plays a key part in organizing events, workshops, and strategic meetings hosted by the VPR office.

Acting as a knowledgeable and approachable resource, the General Administrator provides guidance to VPR unit staff on administrative procedures and policies and contributes to a collaborative and service-oriented work culture. While the position does not primarily support executive functions, the incumbent provides occasional backup support for executive assistants during absences or peak periods to ensure continuity of operations.

Duties

Human Resources Administration (30%)

• Initiates and processes HR transactions using PeopleSoft HCM, including PAFs, eForms, and contract letters for NASA, AASUA, and trust-funded staff, postdoctoral fellows, and research personnel.
• Coordinates and monitors onboarding/offboarding processes for new hires, including setting up office space, submitting system access requests, and orienting staff to internal procedures.
• Acts as a liaison between the VPR units and Shared Services/HR Partners, escalating issues and following up on delays or errors.
• Collaborates closely with the Staff Service Centre to resolve and troubleshoot issues related to employee appointments, pay, benefits, and other employment-related matters; ensures timely follow-up and effective communication to support accurate and efficient service delivery.
• Coordinates the creation, administration, and ongoing management of CCIDs (Campus Computing IDs) for new hires, position changes, and departing staff; ensures appropriate access provisioning and deactivation in alignment with University information security protocols and Human Resource procedures.
• Maintains and tracks probationary review and annual evaluation deadlines; supports managers with process reminders and documentation.
• May assist HR Partners with coordination of recruitment logistics: screening of applications for completeness, scheduling interviews and assembling of interview packages.
• Maintains HR-related records and internal tracking spreadsheets including organizational charts, position numbers, and contract end dates.
• Monitors and tracks vacation and other leaves for staff as needed.

Financial Administration (30%)

• Initiates and monitors procurement requests (e.g., SupplyNet, direct pays, purchasing cards), ensuring accuracy and compliance with UAPPOL and the Guide to Financial Management.
• Reviews financial transactions submitted by VPR units for accuracy, documentation, and policy alignment; follows up on discrepancies before processing.
• Completes APJV, GLJE, SAB and other routine financial transactions as required.
• May assist with travel and expense claims for VPR leadership team members and guests, including compiling receipts, validating per diem rates, and ensuring submission in a timely manner.
• Tracks operational and event-related budgets; assists in gathering and summarizing financial data for budget preparation or forecasting.
• Supports financial reporting requirements for externally funded projects and initiatives
• Serves as a first point of contact for finance inquiries from unit staff and assists with problem-solving or escalates to the Finance Partner as needed.

Event and Meeting Coordination (20%)

• Assists the Office with planning, coordinating, and supporting internal and external events such as r funding announcement receptions, stakeholder engagement sessions, and visiting delegations.
• Manages event logistics: books venues, coordinates catering, prepares signage and print materials, sends invitations, tracks RSVPs, and liaises with vendors.
• Ensures accessibility and AV/tech setup are arranged for all in-person and hybrid events.
• Supports expense tracking and reconciliations for events; ensures documentation is retained and submitted per university standards.
• Assists the Office with coordination of administrative logistics for committee meetings, workshops, and working groups: sends invitations, prepares and distributes agendas and background documents, and arranges rooms or Zoom links.
• May record meeting notes and action items for internal working groups or staff meetings.

General Administration (15%)

• Maintains shared mailboxes and acts as a front-line contact for general inquiries to the VPR office, triaging questions and directing them to appropriate personnel.
• Supports records management by organizing electronic files, maintaining internal team drives, and archiving sensitive documents in accordance with university policy.
• Monitors inventory of office supplies and coordinates reorders; submits service requests for maintenance or equipment repairs.
• Coordinates minor office moves or space set-up requests in collaboration with Facilities and Operations.
• Maintains and updates distribution lists, contact databases, and internal directories.
• Supports general administrative duties as needed, including photocopying, shipping, and preparing materials for mailouts or courier services.

Executive Support (Coverage Only) (5%)

• Provides backup coverage for executive assistants during absences or peak periods, including booking meetings, preparing briefing materials, and arranging travel.
• Supports calendar management for VPR leaders on a short-term basis as required.
• Ensures continuity of administrative services during executive assistant leaves or vacancies.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Public Administration, or a related field.
• Minimum of 5 years of progressively responsible administrative experience, ideally in a large, complex organization.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Demonstrated experience initiating and tracking HR processes such as recruitment, onboarding, appointments, and leave tracking.
• Working knowledge of university HR systems, collective agreements, and HR policy frameworks is considered an asset.
• Proven ability to process financial transactions, reconcile purchasing card expenses, and monitor budgets in alignment with institutional policies.
• Proficient in the use of enterprise systems such as PeopleSoft (HCM and Financials), SupplyNet, and Google Workspace tools.
• Strong written and verbal communication skills, including the ability to draft formal correspondence and prepare briefing notes.
• Excellent organizational skills with the ability to manage multiple deadlines and competing priorities in a fast-paced environment.
• Sound judgment, discretion, and professionalism in handling confidential and sensitive information.
• Strong interpersonal skills and ability to build effective relationships across organizational levels and with external partners.
• Familiarity with event planning, meeting logistics, and protocol for high-profile stakeholders is considered an asset.
• Knowledge of the University of Alberta’s governance, international, or enterprise initiatives is beneficial but not required.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

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

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of inclusivity and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. 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.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l'université à postuler.

Note: This opportunity will be available until midnight September 15, 2025, Edmonton, Alberta local time.