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Business Operations Administrator, Research and Administrative Services, Faculty of Science

Job ID: 26966

Updated: December 5, 2022

Location: Main Campus

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

Research and Administrative Services within the Faculty of Science is currently seeking a Full-time Regular Business Operations Administrator.

Reporting to the Manager, Business Operations, the Business Operations Administrator is responsible for providing comprehensive client service to faculty and staff in regards to day to day or project related transactional matters, ensuring compliance with the University of Calgary policies, procedures and guidelines. This includes supporting the annual budgeting process and the long range financial planning. The Business Operations Administrator will also work closely with Human Resources to support academic career processes (tenure and promotion, annual performance reviews, research and scholarship leaves, etc).

       

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Recruitment Administrative Support

  • Support the recruitment of academic and non-academic staff hires in the Faculty of Science. 
  • Initiate and track job opening requests through the university approval processes ensuring all information is entered as required in PeopleSoft and that the request is compliant with standard practices.
  • Coordinate advertising of all academic positions with HR Advisor, Academic, and recruitment.
  • Using PeopleSoft and other tracking tools, ensure that the selection committees and/or hiring managers have the necessary documents.
  • Coordinate and collaborate with HR Services to draft profiles and interview guides in collaboration with HR Services, Talent Acquisition and Compensation.
  • Provide administrative support during selection process as needed including assisting with final hire documentation.
  • Serve as key point of contact and may manage all communication with candidates during the recruitment process.
  • Ensure compliance with university policies and procedures regarding record retention of recruitment materials.

Academic Career Processes Administration

  • Provide faculty level Support with the procedures, policies, and deadlines associated with merit, annual performance reporting, promotion, tenure and RSL processes.
  • With direction from the Manager, Business Operations, Dean/Vice Dean and the HR Advisor, Academic, ensure that faculty members are informed and knowledgeable about procedures, process and deadlines related to merit, promotion, and tenure.
  • Ensure that internal and external reviewers are invited, in a timely manner, to provide input, acceptances are tracked, follow-up done as required, and to ensure deadlines are met.
  • Under direction of the Manager, Business Operations, Dean/Vice Dean and the HR Advisor, Academic, ensure that necessary Faculty Merit Committee and Faculty Promotion and Tenure Committee and recruitment committees are struck according to university policies, meetings are scheduled, committee members are knowledgeable of their roles, documentation is provided and distributed appropriately, and timelines adhered to.
  • Provide administrative assistance for agenda and minutes for Faculty of Science Recruitment Committees, Faculty Tenure and Promotion Committee, Research and Scholarship Leave Committee and Faculty Merit Committee.
  • Ensure effective document management for committee members involved in all academic career processes.
  • Upon completion of academic process (promotion and tenure, or merit), ensure complete and accurate paperwork is forwarded to necessary stakeholders for further processing and/or retention.
  • Support processes associated with maintaining currency of Faculty Guidelines.
  • Serve as APR Coordinator for annual Academic Performance Reports (APR) submission process.
  • Work with Senior Data Specialist to provide monthly reporting summarizing the status of all Faculty of Science limited term and sessional contracts (start dates, end dates, renewals, resignations, leaves), ensuring smooth communication and timely processing with administrators and employees pertaining to intent to renew or conclude term limited and sessional contracts.

Administrative Support

  • Administer and manage the submission of purchase orders requisitions, enter expense claims and requisition invoices, update invoice logs, identify recoveries and prepare journal corrections.
  • Code source documents such as invoices and receipts to the appropriate accounts.
  • Assist in preparation for audit by providing related documentation, etc., if requested.
  • Set up new projects and ensure proper documentation is provided to the area involved.
  • Handle deposits and cash transactions.
  • Manage purchasing card payments and monthly reconciliations including monitoring corporate card transactions within the Faculty of Science departments to ensure compliance with card reconciliation expectations and reduce necessity for escalation processes.
  • Follow university expense guidelines to ensure that tasks are completed in an accurate and timely manner.
  • Initiate PeopleSoft HR forms (e.g. job opening request forms, sessional template based hires, job change request forms).
  • Provide administrative support to faculty/researchers regarding the appropriate paperwork and process for new hourly hires, as well as, general operational procedures.
  • Ensure the Offer Letter and Assignment of Duties form has been completed by the researcher for the Graduate Assistant Research (GAR) and email to the applicable contacts.
  • Enter hourly hires into the PeopleSoft system as a template-based hire (TBH); ensuring information is accurate and current and submit for approval.
  • Prepare and track Annual Grant and Monthly/Quarterly/Annual documents to ensure accurate disbursement of faculty funding.
  • Track and facilitate budgeted faculty disbursements from projects as required.
  • Actively uphold business operations, reporting, and statistical tracking in partnership with the Finance Partner and Finance Analyst.
  • Prepare annual internal faculty distributions and Monthly/Quarterly/Annual documents to ensure accurate disbursement of internal faculty funding.
  • Track and assess Academic Fund 10 accounts for inappropriate spending (non-academic salaries, expenses etc.) and facilitate their reallocation approval and transfer within the General Ledger.
  • Track and ensure the accuracy of revenue deposits involving cash and cheques from departments within the Faculty of Science, ensuring that all transactions are in accordance with university policies.
  • Initiate, implement and support new or modified approaches, practices and processes within the faculty.
  • Continually analyze processes that are changing and make necessary adjustments to maximize effectiveness.
  • Foster and build collaborative, supportive relationships with internal and external stakeholders related to the university and the Faculty of Science.

Qualifications / Requirements:

  • A completed certificate or diploma in Business, Office Administration or related field, or a minimum of 5 years of relevant experience required.
  • Two years of financial data management and/or HR administration experience is required.
  • Experience working in a large, dynamic team with proven personal effectiveness and productivity is considered an asset.
  • Excellent interpersonal and communications skills required.
  • Proven organizational skills, multitasking and high attention to detail required.
  • Ability to think critically and creatively under pressure while exercising good judgement and discretion required.
  • Demonstrated ability to be resourceful, creative, innovative, and flexible required.
  • Ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required.
  • Advanced Computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) required.
  • Previous experience with PeopleSoft, Purecloud, Qualtrics is considered an asset.
  • Experience with web content management systems will be considered an asset.
  • Knowledge of university policies and procedures associated with the portfolio supported is an asset.
  • Ability to build relationships to accomplish goals with diverse groups within and outside of the Faculty of Science essential.

Application Deadline:  December 12, 2022

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 3.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Faculty of Science visit Careers in the Faculty of Science.

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

 

Need help?

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