University of Alberta

Administrative Professional Assistant

EN Mechanical Engineering

Competition No.  -    S106739679
Posting Date  -    Aug 08, 2019
Closing Date  -    Aug 18, 2019
Position Type  -    Full Time - Grant Funded
Salary Range  -    $42,830 to $57,364 per year
Grade  -    06
Hours  -    35

This position has an end date of August 31, 2020 with the possibility of renewal. This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Reporting directly to the Researcher, the Administrative Assistant will provide complex and diversified administrative support requiring independent judgement.


  • Provide and analyze monthly financial reports from PeopleSoft
  • Reconcile research grant accounts and take corrective action when necessary
  • Have co-signing authority on accounts and payroll
  • Be knowledgeable with financial guidelines and ensure those guidelines are adhered to for research account spending; provide advice to Researcher when adjustments need to be made
  • Retrieve information regarding grants and/or proposal guidelines and deadlines and proof grant proposals to ensure guidelines and deadlines are adhered to
  • Ensure that the necessary reports and forms are completed, signed and returned to the granting agencies on time
  • Assist in the preparation of grant applications as required
  • Arrange for the processing of agreements and prepare files for new accounts
  • Generate external and external billing documents
  • Reconcile and process internal and external invoices for documentation, authorization by grant holders, and payment through Supplier Payment Services.  Assign appropriate speed codes and expense accounts to the payments
  • Coordinate with suppliers on any discrepancies on invoicing and take action as appropriate
  • Utilize various PeopleSoft queries to verify appropriateness of payments/accounts
  • Assist with transport and customs inquiries, provide billing information as needed
  • Maintain proper filing of purchasing/accounts payable documentation
  • Scrutinize corporate credit card statements for NSERC IRC, self, and others under granting agencies as well as U of A corporate credit card usage rules.  Ensure all charges are appropriate and charged to the correct account codes, are signed, and have accompanying documentation
  • Obtains appropriate One-over-One approval
  • Contact travel agent to arrange itineraries and book all hotel and rental cars for all visiting speakers, professors, etc related to NSERC IRC program
  • Provides timely and accurate processing of travel claims, expense reimbursements, travel advances, and Professional Expense Reimbursement claims and associated forms
  • Provides on-line data entry and clerical assistance for processing of all travel claims
  • Advises students, staff and other guests of proper policy/procedural information for the completion of travel claims and expense reimbursements
  • Liaison with Supply Management Services (SMS)
  • Maintain proper filing of travel and expense documentation
  • Initiates new appointments, payroll changes, and terminations and submits to HRS for processing
  • Generates template letters for employment offers and invitations for PDF contracts and Academic Visitors to the NSERC IRC program
  • Maintains proper filing of payroll related items
  • Sort and prioritize mail, faxes, and courier packages
  • Greet guests and direct them appropriately
  • Answer phones and direct inquires from staff, students, and the general public
  • Demonstrate efficient and diplomatic management of telephone calls
  • Order textbooks, printed materials, and office supplies
  • Schedule appointments and meetings for the research staff, grad students, and undergraduate students
  • Liaison with Industry partners and development office with respect to meetings, inquiries, and requests for information
  • Maintain the researchers calendar and make travel arrangements
  • Arrange video conferencing when required and book rooms as needed
  • Arrange NSERC IRC staff/student group events
  • Sort, prioritize, and deal with email received from Researcher, Research Associates, grad students, outside industry and researchers
  • Draft correspondence and technical/scientific typing for review/signatures; prepare meeting agendas, formatting reports, letters, research proposals, manuscripts, presentations and slides, filing, retrieving information, faxes, copying, etc.  Prepare and reproduce lecture materials
  • Receive and process requests for publications
  • Assist in the preparation of confidential material from the Researcher for the annual Faculty Evaluation Committee and ensure that deadlines are met
  • Ensure that the Researcher has the necessary backup material for Professional activities
  • Compile and prepare data for processing into a standard database for researchers contacts and update as necessary
  • Maintain administrative, research, and personal files
  • Notify appropriate personnel when someone is absent
  • Orient temporary support staff to job requirements
  • Liaison with the Department Administration as appropriate for new staff and their staff/student requirements
  • Perform basic internet searchers as required


    • Minimum Grade 12 plus post-secondary training in office administration
    • Minimum of two years of experience in an administrative position
    • Computer software knowledge (MS Word, Access, Excel, Outlook, PowerPoint, Internet Browsers)
    • Training in People Soft is an asset (both HCM and Financials)
    • Excellent communications, prioritization, organizational, composition and proofreading skills
    • Ability to multi-task and perform with accuracy/precision in a busy environment
    • Experience in copy editing
    • Knowledge of policies and procedures of the University of Alberta and/or bookkeeping skills are an asset
    • Display confidentiality, initiative and judgement
    • Book-keeping skills is considered an asset

      Along with your resume, please submit a cover letter that outlines why you believe you are the right person for this position. In your cover letter, please provide a detailed answer to the following question:

      “How will you contribute to a culture of trust, effectiveness, and execution in the Faculty of Engineering?”

      Applications received without a cover letter will not be considered. Applications received with a cover letter that does not specifically address these important items will also not be considered.

      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.