Parkland Institute is looking for an administration coordinator to join its team!
Competition No. - S107333094
Posting Date - Jun 15, 2017
Closing Date - Jun 27, 2017
Position Type - Full Time - Grant Funded
Salary Range - $42,830 to $57,364 per year
Grade - 06
Hours - 35
This position offers a comprehensive benefits package which can be viewed at: www.hrs.ualberta.ca.
The Administration Coordinator is responsible for all general administrative functions at Parkland Institute, including deposits, payables, receivables, data entry, and reception. This position provides administrative support to the Executive Director as well as to all programs, research, and fund development.
- Manages day-to-day operations of a demanding office environment with tight timelines and extensive overlapping tasks
- Takes the organizational lead on updating, creating, and maintaining administrative processes that efficiently meet University policy requirements and the Institute’s needs
- Liaises with several university and Faculty of Arts departments including Finance, Advancement, RSO, Human Resources, IST, Staff and Student Payments, and Supply and Management Services
- Submits payroll for hourly staff and report vacation and sick leave to Human Resources
- Orders and tracks office supplies and equipment, including supplies for large events and mail-outs
- Responds to inquiries and provides general information to the public, media and supporters
- Coordinates Board and committee meetings and records minutes
- Manages Parkland’s primary email account and responds to correspondence or re-directs as required
- Coordinates processing and payment of all organizational expenses, including contracts and expense claims using the U of A’s administrative systems
- Prepares complicated deposits of donations and research funds
- Reconciles accounts and corporate credit cards; develops and maintains financial reports
- Imports data from the U of A PeopleSoft, ETRAC and Advancement systems and integrates the information into Parkland’s tracking and reporting system
- Provides timely financial and donation information and reports to the Executive Director
- Manages and maintains Parkland’s MS Access and Nationbuilder databases and ensure seamless communication between those databases and the U of A’s administrative software
- Supports the database and information needs of the Communications Coordinator and the Programming and Development Coordinator
- Provides administrative and financial process support to the Institute's annual conference, other events and fundraising efforts, including managing registration lists and processes, cash management, and other support as required
- Minimum High School Diploma, ideally supplemented by post-secondary courses in administration or business
- Minimum of two years experience providing senior administrative support in a high-pressure environment
- Proficiency with database creation and management using Microsoft Access
- Experience with an integrated CMS/CRM, such as Nationbuilder, is a definite asset
- Strong computer skills including word processing, e-mail and website management
- Familiarity with UofA PeopleSoft and Advance systems is an asset
- Knowledge of University of Alberta policies, procedures and processes is an asset
- Adept at using problem solving and risk management skills to adapt to continually changing policy and procedures in ways that compliment day-to-day operational needs of the organization
- Ability to work independently and with committees under high stress environments
- Knowledgeable about all aspects of administrative project management
- Ability to research policies and procedures and find answers with little to no guidance
- A clear understanding of Parkland Institute’s mandate and current public policy issues is an asset
- Excellent organizational and communication (verbal and written) skills
Along with your resume please include a cover letter that outlines your interest in this position and your service philosophy.
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.