Operations Assistant Jobs in Alberta (NOW HIRING)

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 a term length of 15 months. Internal secondment will be considered.

Location - This role is hybrid with a mix of remote and in-person work at North Campus Edmonton.

The Faculty of Rehabilitation Medicine is seeking an experienced professional to fill the role of Operations Assistant. Reporting to the Manager, Administrative Services, the position is responsible for supporting human resource activities within the faculty per area of responsibility, and as assigned by the Manager, or in support of faculty HR and finance Service Partners. Extensive knowledge of University of Alberta collective agreements, HR policies and procedures, and HR systems is required to provide advice to faculty members, staff, and students and to work with Shared Services to provide timely and accurate service.

• Bachelor's Degree in a relevant discipline preferred.
• Post-secondary education with up to 18 months to be functional in the role.
• Superior analytical, problem-solving and organizational skills.
• Excellent written and verbal communication skills.
• Strong computer proficiency is required, especially in complex databases, spreadsheets and web environments. Proficient in MS Word and MS Excel.
• Experience in PeopleSoft is an asset.
• Knowledge of University of Alberta policies, procedures and systems related to HR and research administration is preferred.
• Ability to work independently and as part of a dynamic team.
• High level of accuracy and attention to detail.
• Commitment to superior client service.

Application Instructions

Click "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).

This position offers a comprehensive benefits package.

The Operations Assistant provides a wide variety of HR activities within the faculty including:

• Initiates transaction flow for all HR lifecycle processes across faculty, staff and student agreements for both operating and trust-funded employees.
• Supports leave processes: providing advice to supervisors, connecting with Homewood Health, and processing required documentation.
• Demonstrates an understanding of University HR policies and procedures and advises staff, student and Faculty members where to access services.
• Demonstrates an understanding of PeopleSoft and University enterprise applications.
• Assist the Faculty General Manager, and HR Partner to gather and coordinate information for hiring.
• Supports per term hiring processes within the departments.
• Coordinates the tracking of ATS probation and peer review processes per the FRM ATS Standards.
• Provides advice on hiring procedures and directs staff to service centre or HR partner as appropriate for advice on agreements relating to support, trust academic, and ATS positions.
• Maintains organizational charts, position descriptions and Job Fact Sheets for the faculty.
• Liaise with Staff Services and HR and Finance Partners.
• Data gathering and report generation for leadership review and analysis.
• Oversees compliance with the performance appraisal and probationary review process for trust academic, APO, MAPS and TAPS staff by communicating timelines and process.
• Review monthly HR reports for accuracy and resolve issues; escalates issues to Manager, Administrative Services as required.
• Processes WCB reporting and follow-up.
• Assist with FEC: complete form letters, upload letters, preparation of reports.
• Manages documents and communication with external assessors for tenure and promotion cases.
• Works with HR team; ensures all letters and documentation are prepared and received.
• Provides administrative support to the FEC/ATSEC process and Assists in maintaining the
• FEC/ATSEC documents and filing.
• Facilitates Adjunct process: route application documents for appropriate review and authorization, coordinate annual reviews, process renewals, maintain documents.
• Coordinates Selection Committees: Coordinates voting process, selection committee meetings, candidate travel and itineraries. Schedule rooms, arrange catering and advertise presentations. Respond to candidate queries.
• Coordinates relocation activities for new employees.
• Tracking and resolving anomalies/errors (e.g. employee data).