University of Alberta

HR, Finance Research Administrative Assistant

Department of Oncology

Competition No.  -    S105339862
Posting Date  -    Aug 14, 2019
Closing Date  -    Aug 21, 2019
Position Type  -    Full Time - Operating Funded
Salary Range  -    $50,425 to $68,486 per year
Grade  -    08
Hours  -    35

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Under the direction of the Assistant Chair, this position is responsible for the day to day operational duties of HR, Finance and research administration.  From time to time there may be additional HR and financial duties for the department as assigned by the Assistant Chair.  Acts as an advisor/liaison with Alberta Health Services research administration staff in regards to University of Alberta policies and procedures pertaining to research administration; financial and human resource administrative functions.


Financial Administration (50%)

  • Provides financial management support to researchers. Manages all trust/research accounts to ensure that they are managed and reconciled monthly; monitors account expenditures for compliance with university and sponsor guidelines; monitors end dates; oversees the reporting and invoicing guidelines as per external granting agency
  • Responsible for end-date administration, delegation of signing authority, research account administration, over-expenditure control and action
  • Assists researchers with complexities of their accounts, in particular, ensuring the appropriate budgets are requested for research grant applications.
  • Based on forecasts and timelines for awards, assists researchers with account administration; in particular with forecasting salaries and financial implications.
  • Monitors and provides accurate financial data to account holders, alerts account holder of end dates, over expenditures and action that is required, liaises with Research Services Office where required
  • Creates and maintains procedures to manage transactions, reconciliations, tracking, corrections, workflow, or anything related to account transactions.
  • Advises researchers when accounts are nearing completion so that funds can be appropriately used according to budget. Closes accounts when the contract/grant expires/ ensuring that all funds have been used appropriately or returned to the funding source
  • Provides advice to trust holders and department personnel regarding University and external agency policies.
  • Manages the Department flex operating, trust and endowment accounts to ensure optimum and appropriate use of financial resources in accordance with University and departmental policies and procedures.
  • Makes recommendations to the Assistant Chair, Administration regarding the allocation of departmental funds in accordance with strategic initiatives.
  • Assists in budget planning and development by preparing budgets, financial reports, analyses and forecasts to ensure short and long-term Department (or Research) goals are met.
  • Interprets and enforces University and departmental policies and procedures with a positive client service approach; develops and recommends departmental policies and procedures
  • Produces monthly reports of expenses/revenues in a timely manner, with detailed summary in an easily understandable format and provides the Assistant Chair, Administration with data related to operating budget queries for decision-making purposes
  • Creates and maintains procedures to manage transactions, reconciliations, tracking, corrections, workflow, or anything related to account transactions.  Maintains an independent  working knowledge of all PeopleSoft financial modules, responsible to troubleshoot, advise and rectify problems identified by Assistant Chair, researchers,  and Oncology and AHS administrative staff.
  • Trouble shoots solutions to issues concerning research grant finances, agreements, amendments as they move through the Research Services process; the go-to person for academics when issues arise concerning their research grants.
  • Support and work with the researchers to explore and identify current and future research funding opportunities to address research needs and priorities

Human Resource Administration (50%)

  • Provides first-level advice to Department staff (including Managers/Supervisors, trust holders, etc.) on the application of the various collective agreements (NASA and AASUA)
  • Provides first-level support to management on employment issues (e.g. illness and vacation management, terms and conditions)
  • Responsible for assisting in the recruitment process for support staff vacancies in the Department of Oncology duties include:
  • Prepares advertisements for Support and Academic positions (internal) in the central Recruitment and Advertising Database (RAD); creates external job postings and works with external advertising agencies
  • Oversees timely management of the recruitment process for Support positions; advises when competitions have closed; provides support, advice and guidance to selection committees - screens and short lists resumes, chairs interview panels, conducts reference checks and prepares appointment letters; ensures recruitment files are maintained;
  • Reviews HR smart forms ensuring that rates are appropriate, contract letters are complete with authorizations and signatures and that position date is reflective of hire.
  • Coordinates the performance appraisal and probationary review process for the Department and ensures their completion and follows up as required.
  • Acts as resource person in relation to Trust/Research administration.  Including leave reporting and hourly payroll.
  • Troubleshoot, advise and rectify problems that the U of A and AHS research administrative staff encounter with salary and benefits issues; problems with  PeopleSoft HR modules; and prepare GL redistributions.
  • Assist and advise researchers with preparation of job fact sheets for laboratory staff.
  • Responsible for creating and maintaining ccid's for Department of Oncology.
  • Enters timesheets.


  • Bachelor's Degree in a relevant discipline. 
  • Three to five years of financial administration experience and HR administration. 
  • Knowledge of PeopleSoft Financials and Human Resources modules. 
  • Knowledge of the University administrative structure, UAPPOL, and Trust/Research Academic Staff and Non-Academic collective agreements and procedures. 
  • Computer Proficiency in a Windows environment, using MS Office applications (Word, Excel and Access)

How to Apply

Apply Online

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

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

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. 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.