About the Role
This is a 15-month term position for an Operations Assistant at the University of Alberta's Faculty of Rehabilitation Medicine. The role offers a hybrid work model, combining remote work with in-person presence at the North Campus in Edmonton. Reporting to the Manager, Administrative Services, the Operations Assistant will primarily support human resource activities within the faculty. This includes providing advice to faculty members, staff, and students, and collaborating with Shared Services to ensure timely and accurate service. A strong understanding of University of Alberta collective agreements, HR policies and procedures, and HR systems is essential for success in this position.
Your Responsibilities
The Operations Assistant performs a broad range of human resource activities within the faculty. This includes initiating transaction flows for all HR lifecycle processes across various employee agreements, both operating and trust-funded. The role supports leave processes by providing advice to supervisors, connecting with Homewood Health, and processing necessary documentation. You will demonstrate an understanding of University HR policies and procedures, guiding staff, students, and faculty members on where to access services.
Key duties also involve demonstrating an understanding of PeopleSoft and University enterprise applications. You will assist the Faculty General Manager and HR Partner in gathering and coordinating information for hiring, and support per-term hiring processes within departments. The position coordinates the tracking of ATS probation and peer review processes according to FRM ATS Standards, and provides advice on hiring procedures, directing staff to the service centre or HR partner as appropriate for guidance on agreements related to support, trust academic, and ATS positions.
Further responsibilities include maintaining organisational charts, position descriptions, and Job Fact Sheets for the faculty, and liaising with Staff Services and HR and Finance Partners. You will gather data and generate reports for leadership review and analysis. The role oversees compliance with the performance appraisal and probationary review process for trust academic, APO, MAPS, and TAPS staff by communicating timelines and processes. You will also review monthly HR reports for accuracy, resolving issues and escalating them to the Manager, Administrative Services when necessary, and process WCB reporting and follow-up.
The Operations Assistant assists with FEC processes by completing form letters, uploading letters, and preparing reports. You will manage documents and communication with external assessors for tenure and promotion cases, working with the HR team to ensure all letters and documentation are prepared and received. Administrative support for the FEC/ATSEC process is provided, alongside assisting in maintaining related documents and filing. The role facilitates the Adjunct process, routing application documents for review and authorisation, coordinating annual reviews, processing renewals, and maintaining documents. You will coordinate Selection Committees, including the voting process, meetings, candidate travel and itineraries, scheduling rooms, arranging catering, and advertising presentations, while responding to candidate queries. Finally, the position coordinates relocation activities for new employees and tracks and resolves anomalies or errors in employee data.
What You'll Bring
A Bachelor’s Degree in a relevant discipline is preferred, or post-secondary education with the ability to become fully functional in the role within 18 months. Candidates must possess superior analytical, problem-solving, and organisational skills, along with excellent written and verbal communication abilities. Strong computer proficiency is required, particularly with complex databases, spreadsheets, and web environments, including demonstrated proficiency in MS Word and MS Excel. Experience with PeopleSoft is considered an asset.
Knowledge of University of Alberta policies, procedures, and systems related to HR and research administration is preferred. The ideal candidate will demonstrate the ability to work independently and as part of a dynamic team, exhibiting a high level of accuracy and attention to detail. A strong commitment to superior client service is also essential.
Why Join the University of Alberta
The University of Alberta offers a comprehensive benefits package to its employees. As a community of knowledge seekers, change makers, and world shapers, the University leads with purpose daily, comprising over 14,000 faculty and staff, more than 40,000 students, and a global alumni network. Your work will significantly impact a diverse group of people, from students and community members to renowned researchers and innovators who are making discoveries and generating solutions for a healthier, safer, stronger, and more just world.
The Faculty of Rehabilitation Medicine, Canada’s only free-standing faculty dedicated to rehabilitation, provides accredited professional programmes in Occupational Therapy, Physical Therapy, and Speech-Language Pathology. It boasts a substantial research and continuing education portfolio, serving approximately 1,000 graduate students across campuses in Edmonton, Calgary, and Camrose, and is recognised as a national leader in advancing rehabilitation practice and outcomes.
