Research Accounting Assistant

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

This position has a term length of two years with the possibility of extension and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

Location – North campus. This role is in person

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.

Department summary

Created in 2015, the Canadian Glycomics Network (GlycoNet) is a $125M initiative funded by the federal Centres of Networks of Excellence (NCE), Strategic Science Funding (SSF), Canadian Foundation for Innovation-Major Science Innovation (CFI-MSI), Genome Canada, provincial and industrial partners, which comprises 190 research teams (estimated 600 students and staff) from 36 Canadian academic institutions.

Position summary

Reporting to and working very closely with the Research Financial Analyst, the incumbent in this position is required to provide accounting support to the GlycoNet CEO and the Scientific Director, the administrative staff and all Network Committees and Boards with minimum direct supervision.
Activities include:

• Assist in grant issuance and termination
• Process expense claims
• Manage accounts payable and accounts receivable functions
• Assist in maintaining accurate financial records
• Assist with symposium preparation (budgeting and financials)
• Assist in preparation of financial reports, grant applications, presentations, meeting minutes and other materials

Duties

ACCOUNTS PAYABLE …….……………………………………………………………………………….20%

• Acts as a resource person for the department with regard to questions form faculty, staff, and students
• Reconcile all Credit Card purchases for all corporate credit card holders
• Monitor and analyze for completeness, sufficient supporting documentation, proper Speed Code and account usage, one-over-one authorizing signatures
• Prepares and processes travel expense claims both in PeopleSoft and in QuickBooks
• Follows-up on outstanding claims and invoices
• Verifies travel and expense claims for eligibility and accuracy, ensures proper authorizations are on the claims, and approves or returns claims based on adherence to University & GlycoNet guidelines and policy
• Posts invoices to be paid through the GlycoNet bank account to QuickBooks and issues cheques
• Reconciles submitted invoices

ACCOUNTS RECEIVABLE………………………………………………………………………………….10%

• Prepares and processes external billing
• Monitors aged accounts receivable and follows up on overdue accounts
• Maintains accurate and organized financial files and documentation
• Prepares cash deposits and bank reconciliations

ACCOUNTING SUPPORT …………………………………………………………………………………….50%

• Prepares and posts regular and adjusting journal entries in QuickBooks
• Assists in the preparation of reports and other materials
• Assists with month-end and year-end financial activity where appropriate
• Provides support in issuing notices of award, grant transactions and terminations
• Records funded projects and related information in the master database
• Records financial transactions and journal entries in QuickBooks
• Helps with data gathering for reporting/auditing purposes

ADMINISTRATIVE SUPPORT……………………………………………………………………………….20%

• Performs clerical duties, such as maintaining filing and handling incoming mail
• Performs related duties as assigned in area of responsibility by assisting other staff members when necessary
• Helps with the preparation (swag, badges) of the symposium and set-up on site
• Assists with Finance and Audit Risk Committee meeting presentation, meeting minutes, and other materials

Qualifications

• Accounting Diploma from a recognized college or technical institution
• 3-4 years of related work experience
• Knowledge of accounting principles and practices
• Knowledge of PeopleSoft Financials preferred
• Excellent organizational and English language skills
• Excellent communication (oral and written) and interpersonal skills
• Knowledge of University of Alberta rules and guidelines preferred
• Ability to work independently with minimal guidance
• Ability to maintain confidentiality and exercise discretion with sensitive information

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. 

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.