Business Administrator, Calgary Centre for Clinical Research

Description

The Calgary Centre for Clinical Research in the Cumming School of Medicine invites applications for a Business Administrator. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.

The Business Administrator - Clinical Research is responsible for the delivery of finance administrative support for CCCR finance team. They work independently reporting to the Manager, Clinical Research Business provides support for the Director, Clinical, Health Services and Population Health Research, Cumming School of Medicine.

Summary of Key Responsibilities (job functions include but are not limited to):

Administrative Functions:

• Manage and organize multiple departmental email mailboxes
• Adjusting responsibilities based on monthly assignments
• Assign emails in the Finanlgl mailbox to the appropriate team members
• Oversee the CCCR Invoicing mailbox by directing emails to the correct owner, replying to or coordinating emails for the study team or CSM Legal, and managing miscellaneous communications
• Manage the Oncore PS Integration Report folder and assign relevant emails
• Handle and assign emails from the Oncore Budget Sign Off folder
• Oversee the management of the Legal contract management systems (IRISS and SharePoint)
• Handle the project close out process
• Regularly update and assign entries in the Budget Tracker to reflect the progress of each budget
• Maintain and assign tasks within the Oncore Budget Sign Off Tracker
• Copy and paste the Oncore Integration Report into the relevant tracker daily
• Keep the CCCR Invoicing Tracker up to date with current information
• Update the CCCR Vendor Invoicing Tracker as needed
• Ensure accurate entries in the Pharmacy Tracker, including the correct project and fund numbers
• Maintain and update the CRF tracker, including principal investigator (PI) details, funding periods, and funding amounts

Financial Functions:

• Request updates to customer addresses/emails and facilitate the creation of new customers within the PeopleSoft system
• Update banking information and coordinate the distribution of W8 forms (US research fund payments) to CSM Legal for processing
• Support the manual invoicing process, ensuring that all invoices are accurately processed and documented
• Organize and maintain financial documents, such as receipts, invoices, invoice request forms and back documentation, inter departmental billing requests
• Supporting senior finance staff in preparing and updating budgets for initial review
• Coordinate between external sponsors and accounts receivables in exchanging banking information and setting up Wire Payment
• Enter and manage information in PeopleSoft e-Fin regarding cheque requisitions, travel claims/advances, purchase orders, invoices, and expense payments, ensuring accurate financial record-keeping

Qualifications / Requirements:

• Undergraduate degree or 2-year diploma in a related field required
• Minimum of 1 year of experience in a finance related role
• Minimum of 1 years of experience in a research finance role is preferred
• Previous experience in an academic setting would be an asset
• Experience with: financial management, accounting knowledge, data analysis, Accounts receivables and payables process, financial data analysis, invoicing and audits
• Ability to prioritize workflow and meet critical financial deadlines
• A combination of education, training and experience will be considered
• Advanced user of MS office and working knowledge of SharePoint and Peoplesoft
• Excellent communication skills (including demonstrated ability in professional writing and preparing reports) organizational skills, problem solving skills and interpersonal skills required
• Ability to prioritize, coordinate and organize multiple priorities in a fast paced environment
• A fast learner, able to work independently with appropriate instruction and minimal supervision
• Must be able to maintain strict confidentiality
• Ability to plan and direct research and administrative activities within a team environment
• Ability to solve complex problems
• Extensive knowledge of theory and practical application of research policies and procedures
• High level of understanding and capability of office administrative practices
• Ability to retain knowledge of a variety of informational resources and requirements
• Must be open to learning and development, and be willing to accept new challenges and assignments

Application Deadline: August 6, 2025

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 1.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.