General Administrator

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

University of Alberta