Financial And Administrative Assistant

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a 5% language premium and comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - Work primarily takes place at North Campus, Edmonton.

Working for 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, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for the Department

Since the establishment in 2005, The China Institute is a high-impact research centre which has become the largest interdisciplinary China study centre in Canada and one of the leading Institutes in North America focusing on policy-relevant contemporary China studies. Every year, working closely with governments, industry and academic communities, the Institute organizes numerous international conferences, seminars and special events in Canada and in China that bring together senior government, industry and academic leaders from Canada, China and around the world. The Institute produces numerous policy reports and research papers on a wide range of topics. Widely recognized as a go-to place for China expertise, members of the China Institute conduct on average 80-100 media interviews on an annual basis.

Position Summary

Reporting to the Deputy Director, the Financial and Administrative Assistant maintains regular contact with the Office of the Provost and VP (Academic) and serves as an internal control approver for Financial and most HR matters. The incumbent will act as the primary point of contact when Chinese language (Mandarin) is required.

Duties

• Identifies, investigates and resolves transactional discrepancies
• Collects, prepares and analyzes financial data and materials; assists Deputy Director in preparing budget, auditing, financial planning and reporting documents for the department
• Advises and manages complex project payment situation which often involves multiple international and domestic sponsors and partners
• Reviews invoices and processes payments in a timely manner
• Reconciles the Institute's purchase card monthly and department's accounts
• Prepares purchasing orders/requisitions for larger departmental purchase or service contracts and may purchase some office supplies when required
• Liaises with external and internal parties (e.g. Government of Canada, Government of Alberta, Staff Service Centre, HR partner, and Provost's Office) to coordinate grant/funds transfers and resolve any issues
• Generates invoices using PeopleSoft and ensures timely receipt of payment
• Coordinates and prepares Pay Action forms, honorarium payment forms, and HCM eForms
• Advises foreign visitors to the China Institute (postdocs, visiting professors, speakers, exchange students etc.) on visa and immigration processes; prepares assessment documents and invitation letter etc.
• Coordinates complex international mission trips by initiating contacts and making appointments with senior government and university representatives, drafting program and itinerary, preparing briefing materials, and making travel arrangements
• Facilitates and assists in planning of visits by officials, scholars, speakers and delegations from China
• Provide advice on travel and expense reimbursement claims as internal control
• Translates and proofreads emails, letters and reports (between English and Mandarin); provides interpretation at meetings and lectures when required
• Provides logistical, Financial and organizational support for Institute's conferences and activities as required
• Performs other duties as required

Qualifications

• Minimum High School Diploma, supplemented with accounting certificate; completion of post-secondary education is strongly preferred
• 2 years of related office experience
• Fluency in Mandarin Chinese (verbal and written) is highly desirable
• Experience working in an international, multicultural and/or academic environment is an asset
• Knowledge of the University of Alberta financial/purchasing policies and procedures
• Proficiency with Microsoft Office and PeopleSoft applications
• Excellent interpersonal and communication (verbal and written) skills
• Strong organization and problem solving skills; ability to adhere to deadlines
• High level of accuracy and attention to detail
• Ability to work independently and in a team environment

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.

How to Apply