Laboratory Operations Coordinator

University of Alberta View all jobs

Edmonton, AB
Permanent
Part-time

2 days ago

Job Category: Administrative SupportJob Description:This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.This position has an end date of March 31, 2027.Location - This role is in-person at North Campus Edmonton.This position will be responsible for general administrative support to the Rehabilitation Robotics Lab (RRL), under the supervision of the Lab Director (Lab Principal Investigator). The Laboratory Operations Coordinator will assume responsibility for administrative tasks on behalf of RRL as a whole. These include purchasing, reconciliation of the p-card, supporting project financial reporting, coordinating non-project specific meetings, including the monthly Lab meeting and weekly Graduate Student meeting.This position will be a point of reference and best practices to enable team members to perform administrative tasks accurately and on time. The Laboratory Operations Coordinator will support communications, including management of the website, preparation of materials for events, assist in financial tracking and reconciliation, and management of lab capital assets.In addition, the Laboratory Operations Coordinator will:Assist in coordinating and conducting Lab tours.Ensure the multiple ethics protocols of the Lab are renewed on time and support project coordinators with the preparation of participant recruitment materials.Provide our onboarding program for new staff, students and volunteers.Maintain a robust Health and Safety program and record-keeping program for RRL and oversee its implementation while relying on the Lab Director to enforce it.Supervise the maintenance of the lab, including a voluntary in-lab cleaning program.Continue to guide best practices in running a “green lab” by encouraging recycling and thoughtful use of resources.Responsibilities:1. Project Coordination (10%)

Coordinates day-to-day administrative tasks to ensure the smooth running of the lab.
Assist in organizing meetings; prepares agendas, minutes, and follow-ups.
Assists with scheduling, reporting and coordination with internal and external collaborators, including clinicians, community partners, and funding agencies.
Assists in organizing lab tours, demonstrations, and outreach events.
Supports logistics for participant recruitment and scheduling.

2. Administration (30%)

Performs credit card reconciliation and expense tracking in PeopleSoft.
Assists in financial planning, budgeting, and expenditure forecasting for projects.
Maintains records of asset inventory and ensures asset tracking and labelling.
Prepares purchase requisitions and coordinates with SupplyNet and vendors.
Manages meeting scheduling, travel bookings, and general office organization.
Supports the onboarding of students and lab members and maintains training documentation.
Assists in preparing documentation for audits, financial reports, and grant submissions.

3. Communication (10%)

Drafts internal and external communications, updates project summaries, and maintains collaborative correspondence.
Assists in organizing communication materials for conferences and stakeholder updates.
Maintains professionalism and confidentiality in all communications with collaborators and participants

Qualifications:Minimum Qualifications

Bachelor's degree, or equivalent
Excellent organizational, time management, and critical thinking skills; strong attention to detail required
Excellent interpersonal and communication (verbal and written) skills including strong ability to demonstrate professionalism, confidentiality, and diplomacy
Excellent spelling, grammar, editing, and proofreading skills
Knowledge of health care industry and terminology an asset
High tolerance for ambiguity; adaptable to a changing environment
Demonstrated understanding of the importance of creating equitable, diverse, and inclusive practices
Ability to work independently with minimal supervision
Adaptable, agile and technologically savvy; advanced capability with MS Office suite, Google Applications and PeopleSoft systems, data management software (REDCap)
Demonstrated ability to work collaboratively in a team environment while managing competing priorities
Ability to meet deadlines and prioritize work effectively
Ability to network and build strong professional relationships
Experience in an academic administrative role or research environment
Excellent knowledge translation skills, including social media, and the ability to act creatively with communication
Experience with project coordination, budget tracking, and administrative processes.
Familiarity with research environments, including ethics and data management.
Assists in financial planning, budgeting, and expenditure forecasting for projects.
Maintains records of asset inventory and ensures asset tracking and labelling.
Prepares purchase requisitions and coordinates with SupplyNet and vendors.
Manages meeting scheduling, travel bookings, and general office organization.
Assists in preparing documentation for audits, financial reports, and grant submissions.
Possesses 1 to 3 years of proven experience supporting financial planning, purchasing, budgeting, forecasting, audits, and reporting
Possesses 1 to 3 years of proven experience with asset inventory, tracking, and labelling
Possesses 1 to 3 years experience with scheduling, managing / coordinating travel arrangements
Possesses 1 to 3 years proven experience in an administrative support role
Prior experience with SupplyNet considered an asset

Preferred Qualifications

University degree in science, health care, public health, or related field; may be ongoing education
Openness to new experiences an asset
Friendly and outgoing personality an asset
Experience with ethics submissions, manuscript editing, and annual reports or related academic

writing * Experience with mentoring and training junior team members and/ or students

Strong interpersonal skills and the ability to lead small groups
Experience with, or understanding of, rural healthcare services
Experience working with the disabled community
Experience in research administration or health-related projects.
Familiarity with financial reconciliation and asset management.

Application InstructionsClick "Apply Now" to submit your resume and cover letter.This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).About Us: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 FirstPeoples 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. .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 belonging 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 de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.About the Team: The is Canada's only free-standing faculty dedicated to rehabilitation. It offers accredited professional programs in Occupational Therapy, Physical Therapy, and Speech-Language Pathology, along with a substantial research and continuing education portfolio. With campuses in Edmonton, Calgary, and Camrose, the faculty serves approximately 1,000 graduate students and is a national leader in advancing rehabilitation practice and outcomes.

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