Job Description

Job Category: Administrative Support
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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 is a part of the Non-Academic Staff Association (NASA).
This position offers a .
Location - This role is in-person at the Cross Cancer Institute.
The Department of Oncology, located at the Cross Cancer Institute (CCI), is seeking a highly organized and proactive Education Program Administrator to join our in-person team. This position plays a pivotal role in supporting the academic mission of the department by coordinating and administering graduate education and trainee funding programs. Reporting to the Academic Department Manager and working closely with the Director of Education and Graduate Program leadership, the successful candidate will oversee a broad scope of activities related to graduate students, postdoctoral fellows, residents, clinical fellows, and academic visitors.
As a key resource for trainees and faculty, this role ensures that administrative processes align with University of Alberta and Faculty of Medicine & Dentistry policies. The incumbent will manage trainee funding allocations, advise on academic progress and program requirements, coordinate stipend and award processes, and support program reviews and curriculum updates. This role also involves budget monitoring, data tracking, policy development, and administrative support for program events and accreditation.
Supervising a full-time Operations Assistant and a part-time CBD (Competency-Based Design) Coordinator, the Graduate Program Administrator fosters a collaborative and supportive environment within the training office. The role requires strong financial acumen, excellent communication and problem-solving skills, and a deep understanding of academic processes in a medical education setting.
Ideal candidates will bring experience in academic administration, supervision, and financial management, along with familiarity with university systems such as PeopleSoft (Campus Solutions, HCM, and Finance), SLATE, and eClass. A strong commitment to accuracy, confidentiality, and service excellence is essential.
This is an exciting opportunity for someone who thrives in a fast-paced, dynamic academic environment and is looking to make a meaningful impact on graduate and postgraduate education in cancer sciences and medical physics. Join our dedicated team and contribute to the advancement of oncology education and research at one of Canada's leading institutions.
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Responsibilities:

• Oversee and administer all aspects of the graduate and trainee programs, including admissions, progression, funding, and academic compliance.
• Manage trainee financial allocations, monitor budgets, and ensure adherence to University and external funding agency policies.
• Provide guidance and support to students, faculty, and staff on academic policies, procedures, and program requirements.
• Supervise and support the work of the Operations Assistant and part-time Competency-Based Design (CBD) Coordinator.
• Coordinate program reviews, curriculum updates, recruitment initiatives, and graduate program events.
• Liaise with internal and external partners, including FGPS, PGME, Alberta Health Services, Cancer Care Alberta and the Alberta Cancer Foundation.

Qualifications:

• Undergraduate degree in Business or a related field; an equivalent combination of education and experience will be considered.
• Minimum of 4-5 years of progressive office administration experience, including supervisory responsibilities.
• Experience working in a medical education or academic environment, preferably within a postsecondary institution.
• Strong knowledge of University of Alberta policies and procedures, particularly those related to graduate studies, postdoctoral fellows, HR, and finance.
• Proficiency in PeopleSoft (Campus Solutions, HCM, and Finance modules), Microsoft Office Suite, Google Workspace, SLATE, and eClass/Canvas.
• Demonstrated ability to manage budgets, track financial data, and ensure compliance with internal and external funding guidelines.
• Excellent organizational, interpersonal, and communication skills with the ability to manage multiple priorities and maintain confidentiality.

Application Instructions
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About Us:
The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Metis, 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. .
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.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms-physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Metis 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.
L'Universite de l'Alberta s'engage a creer une communaute universitaire ou chaque personne se sent valorisee, ou les obstacles a la reussite sont elimines et ou des connexions enrichissantes peuvent se developper. Nous accueillons les demandes de toutes les personnes qualifiees. Nous encourageons les femmes; Premieres nations, Metis et Inuits; membres des groupes minoritaires visibles; personnes handicapees; personnes ayant une orientation sexuelle ou une identite et une expression sexospecifique; et tous ceux qui peuvent contribuer a la diversification des idees et a l'universite a postuler.
About the Team: The is one of the world's top academic health science centres. With 21 departments, multiple research institutes and centres, and a focus on excellence in education, research, and clinical care, the faculty trains outstanding medical and dental professionals and drives global health innovation in collaboration with partners across sectors.

Skills Required