Job Description

Department

Faculty of Medicine & Dentistry - Family Medicine Dept

Salary range

$50,837.16 to $68,637.60

Hours per week

35

Grade

7

Posted date

September 16, 2025

Closing date

September 30, 2025

Position Type

Full Time - Trust Funded

Description

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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 has a term length of 1 year plus 1 day and offers a comprehensive benefits package.

Location

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

Working at the University of Alberta

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 First Peoples 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. Learn more.

Working for the Department of Family Medicine

The Department of Family Medicine is a top school for Family Medicine in Canada. The department is responsible for educational innovations and research that have been adopted across Canada and internationally. We are innovative and creative thinkers, producing high-quality work. As a learning organization, we constantly seek to improve how we do what we do for our learners, patients, and communities.

Position Summary

The Department of Family Medicine is an academic alternative relationship department with complex funding arrangements and structure. Reporting to the Finance Supervisor, the Financial Assistant's primary duties are assisting with day-to-day accounting administration, invoice processing, reconciliations, preparing journal entries, updating budgeting and forecasting, and reviewing travel and expense claims. The position will also be the primary backup for all areas of the finance team. The position is also responsible for providing expert advice, consultation, and assessment of financial management and administration across all discipline areas and developing financial management education and training for various stakeholders.

Duties

Financial Transactions and Contracts (50%) + Create and process with a high degree of efficiency and accuracy payment invoices for community preceptors.
+ Prepare annual contracts for Clinic Preceptors, Faculty Advisors, and contracted community leaders (stipend positions).
+ Back-up for collecting monthly FTE data from department teaching clinics and entering it into the reporting system.
+ Develop and maintain a tracking system for all physician payments, ensuring accuracy with all accounts.
+ Create and process all purchase requisitions on Supplynet for all individual suppliers and all professional corporation suppliers with invoices over $5,000.00.
+ Receive all invoices in Supplynet.
+ Manage all ongoing contracts (monthly and annual) for the department, ensuring that they are processed in a timely fashion and completing annual renewals if required.
Medical Education Account Administration (20%) + Manages the Department's medical education accounts by monitoring and overseeing all financial activity across the lifespan of the grants and programs.
+ Consults with and advises the Education Team on education activity, account planning, and resolution of issues.
+ Provides advice and guidance to the Education Team regarding grant/agency compliance, budgeting, accounting, documentation requirements, and financial reporting.
+ Performs education account reconciliation; identifies and investigates discrepancies; consults with supervisors and completes corrections.
+ Produces ad-hoc reports for up-to-date balances.
Education/Communication and Training (20%) + First contact for financial education account inquiries from the Education Team, Program Directors, and other departmental administrators regarding policies, procedures, compliance, and eligibility.
+ Serves as the key Departmental liaison with Finance and the Education Team, Supply Management (SMS), and the Faculty of Medicine and Dentistry (FoMD).
+ Develops and maintains a high-level user knowledge of relevant PeopleSoft financials modules to define, derive, compile, and analyze financial information to assess financial transactions and prepare appropriate analytics.
+ Updates financial information on the website.
Travel and Expenses (10%) + Works closely with the finance team to ensure timely internal control of education-related expenses/travel claims.
+ Guides the Education Team through problems with claims and determines if and how to communicate issues related to expense/travel claims with claimants.
+ Ensures documentation is filed and retained according to standards set for financial accounts.

Minimum Qualifications

Minimum post-secondary education, undergraduate degree or diploma in accounting, commerce, finance, business, or a related field; equivalent combination of education and experience will be considered. Minimum of 2 years related experience. Strong analytical and problem-solving skills with a demonstrated ability to generate timely, accurate, and professional information/reports; strong time management and organizational skills with high accuracy and attention to detail. Excellent interpersonal and communication skills (oral and written) with the ability to identify, investigate, analyze, and problem-solve issues and discrepancies relating to financial aspects of research projects; ability to convey complex or difficult decisions and act with limited direction. Familiarity with or training in accounting software (PeopleSoft and QuickBooks preferred). Proficiency in Microsoft applications (Excel, Word, PowerPoint), Google applications (Gmail, calendars) and knowledge of PeopleSoft Financial modules required .

Preferred Qualifications

A thorough and complete understanding of accounting concepts, best practices and principles, including Public Sector Accounting Standards (PSAB), Not for Profit Accounting, and Generally Accepted Accounting Principles (GAAP). Knowledge of General Accepted Audit Standards (GAAS) is an asset. Knowledge of the Campus Alberta financial framework and related policies is an asset. Experience/familiarity in a research financial environment; knowledge of research policies, procedures, and guidelines for major funding sponsors; and experience working with grant applications.


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 inclusivity 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.

Note:

This opportunity will be available until midnight September 30, 2025, Edmonton, Alberta local time.