Job Description

DescriptionThis position is a part of the Non-Academic Staff Association (NASA).This position has a term length of one year plus a day with the possibility of extension and offers a comprehensive benefits package which can be viewed on our .Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.Working at the University of AlbertaThe University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Mxc3xa9tis, 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. .Working for the PRAIRIE Hub (Faculty of Medicine & Dentistry - Biochemistry Dept)The PRAIRIE Hub for Pandemic Preparedness is one of Canada's five federally funded biomanufacturing hubs, established under the Canadian Biomedical Research Fund (CBRF). Located in the Department of Biochemistry at the University of Alberta, the PRAIRIE Hub focuses on fostering innovation, collaboration, and capacity building across academia, industry, government, and non-profits to strengthen Canada's pandemic preparedness and response capabilities. The Hub supports four major CBRF Stage 2 funded programs focused on developing vaccines, diagnostics and biomanufacturing technologies that lead to real-world, ready-to-deploy solutions to emerging health threats. This dynamic and collaborative effort is dedicated to building collective strengths, promoting equity, diversity and inclusivity, and connecting stakeholders across the life sciences ecosystem.Position SummaryThis position is funded through CBRF to (1) provide broad administrative support for the PRAIRIE Hub, including financial and general administrative duties; and (2) to provide more focused support for the PRAIRIE Hub Training Awards Program.The Training Awards Program provides funding opportunities for team members across the PRAIRIE region to gain critical expertise in biomanufacturing-related areas - this position would perform a variety of tasks in support of award program management, financial oversight, communications with applicants and teams, and event coordination. The role reports to the PRAIRIE Hub Manager of Operations and is overseen by the Executive Scientific Director.The ideal candidate will bring strong organizational and administrative abilities, excellent communication skills, and attention to detail while demonstrating a commitment to supporting the PRAIRIE Hub's mission of fostering collaboration, building expertise, and advancing Canada's biomanufacturing capacity.DutiesFinancial and Budgetary Support

• Prepare expense reports for reimbursements and track expenditures for the PRAIRIE Hub and Travel Awards Program.
• Maintain program budgets, generate financial reports, and assist with audits or budget updates.

Administrative Coordination

• Coordinate meetings, including scheduling, preparing agendas, taking minutes, and organizing documentation.
• Manage travel arrangements, accommodations, and conference registrations for PRAIRIE Hub team members and guests.
• Order supplies, manage inventory, and maintain organized Hub documentation.

Travel Awards Program Administration

• Monitor program communications, respond to inquiries, and maintain accurate program records and files.
• Oversee application processes, ensuring completeness, tracking submissions, and coordinating reviews.
• Communicate decisions to applicants and gather program impact metrics for reporting.

Travel Awards Program Financial Oversight

• Track award disbursements, manage program budgets, and reconcile expenditures to ensure financial accountability.

Communication and Outreach

• Assist with social media updates, newsletters, and program promotion to ensure broad awareness and engagement.
• Support PRAIRIE Hub communication with partners and stakeholders, including writing and proofreading documents.

Event and Workshop Coordination

• Assist in organizing PRAIRIE Hub symposia, workshops, and Travel Awards-related events, including managing travel logistics and liaising with organizers.

Recruitment and Onboarding Support

• Facilitate onboarding for new team members, including preparing orientation materials and coordinating required training.

Minimum Qualifications

• Undergraduate degree, college diploma, or certificate relevant to clerical/admin work.
• Requires at least 2 years of experience in an administrative assistant role.
• Proven ability to manage multiple priorities, deadlines, and tasks effectively.
• Demonstrated ability to consistently produce results in line with established goals and objectives.
• Strong organizational skills with attention to detail and accuracy.
• Excellent written and verbal communication skills for drafting emails, reports, and announcements.
• Professional demeanor and strong diplomatic and interpersonal skills in handling inquiries and liaising with stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and email platforms.
• Strong understanding of financial processes, such as tracking budgets, handling reimbursements, and maintaining financial records.
• Demonstrated ability to work collaboratively within a team and independently when required.
• Strong problem-solving and conflict-resolution skills.
• Knowledge of best practices for handling sensitive or confidential information.
• Willingness to adapt to changing priorities and organizational needs.
• Motivated and flexible team player with the ability to prioritize and meet tight deadlines.

Preferred Qualifications

• Familiarity with university systems or federally funded programs like CBRF.
• Understanding of travel award programs or similar funding mechanisms.
• Experience in planning and coordinating events, such as workshops, meetings, or conferences.
• Experience with database tools for tracking applications, awards, or financial transactions.
• Ability to collect, analyze, and report on data for program metrics and evaluation.
• Prior experience in a university, research institute, or similar setting.
• Experience with social media and communication tools.
• Experience assisting with travel arrangements and expense reimbursements.
• Familiarity with grant writing or grant administration processes.

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.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, Mxc3xa9tis 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.Note: This opportunity will be available until midnight January 13, 2025, Edmonton, Alberta local time.

University of Alberta