This position has an end date of March 31, 2027 - with the possibility of an extension.
Location - This role is in-person at North Campus, Edmonton.
Position Summary
The Institute for Oil Sands Innovation (IOSI) at the University of Alberta is a leading research institute that advances innovative technologies and solutions to support the sustainable development of Canada’s oil sands. Through strategic partnerships and collaborations with industry, academia, government, and research organizations, IOSI attracts and supports researchers from Canada and around the world to address key technological challenges, bridge knowledge gaps, and build research capacity in oil sands operations.
Reporting directly to the Director, Institute for Oil Sands Innovation, the Administrative and Financial Coordinator provides comprehensive administrative, financial, and research program support for IOSI. This position serves as a central point of contact for researchers, stakeholders, funding partners, and governing committees while coordinating the financial, operational, and administrative activities that support the Institute’s research programs. The role requires strong organizational skills, sound judgment, attention to detail, and the ability to manage multiple priorities in a dynamic research environment.
The Faculty of Engineering is one of North America’s top engineering schools, known for innovation, collaboration, and impact. It fosters an exceptional student experience through a holistic approach that combines technical excellence with emotional intelligence. With strong community engagement, interdisciplinary research, and a commitment to societal well-being, the faculty prepares students to lead in a rapidly evolving, global engineering landscape.
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Provides administrative and operational support for IOSI research programs, projects, and initiatives.
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Supports research agreement administration and assists with coordination of research service agreements, payment schedules, invoicing, and project account management.
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Coordinates compliance with IOSI policies, procedures, foundation agreements, and research service agreements.
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Develops and maintains operational procedures, guidelines, schedules, databases, and program documentation.
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Prepares reports, correspondence, meeting agendas, minutes, and other materials required for effective program operations.
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Monitors project activities and follows up on action items to ensure timely completion of deliverables.
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Collects, maintains, and reports on program performance metrics and research activity information.
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Manages financial processes including budgeting support, forecasting, account reconciliation, financial tracking, expense reporting, invoicing, and procurement activities.
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Maintains research accounts and provides financial information and guidance to researchers and laboratory staff.
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Coordinates internal controls and supports audit readiness through effective record keeping, risk mitigation practices, and compliance monitoring.
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Identifies operational and financial risks and escalates issues as appropriate.
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Acts as the primary contact for procurement activities, supplier communications, and contract administration processes.
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Coordinates travel arrangements and expense claims for researchers, staff, and visitors in accordance with university policies.
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Facilitates visitor documentation and supports immigration-related administrative processes for international visitors.
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Plans and coordinates workshops, seminars, committee meetings, stewardship events, and other in-person and virtual events.
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Manages event logistics including scheduling, room bookings, communications, materials preparation, catering arrangements, attendance tracking, and meeting support.
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Maintains and updates the IOSI website and online information resources.
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Performs other duties as required.
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University degree in Finance, Business Administration, or a related field.
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Three to five years of related administrative and financial experience, preferably within a post-secondary, research, or complex organizational environment.
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Experience supporting research programs, grants, contracts, or research administration is an asset.
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Demonstrated experience with budgeting, financial reporting, account reconciliation, and financial administration.
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Strong organizational, analytical, problem-solving, and project coordination skills.
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Excellent verbal and written communication skills with a high level of professionalism and attention to detail.
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Ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.
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Strong interpersonal skills and the ability to build effective relationships with diverse stakeholders.
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Experience organizing meetings, events, workshops, and virtual engagements.
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Proficiency with Microsoft Office applications and Google Workspace.
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Experience with PeopleSoft, eTRAC, financial systems, or research administration systems is considered an asset.
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Ability to exercise sound judgment, maintain confidentiality, and work effectively in a research-focused environment.
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Experience supporting compliance, audit preparation, risk management, or governance activities is an asset.
Application Instructions
Click "Apply Now" to submit your cover letter and resume.
This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).
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 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. Learn more.
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, Métis 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’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.
