Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at Enterprise Square, Edmonton.

Shared Services is seeking a smart, approachable, team-orientated individual to join the Finance Services, Payment & Compliance Services team. Reporting to the Team Lead, Compliance Services, the new role of Expense Specialist will be responsible for the review, approval, and processing of all travel and expense claims (from operational funding and grants), professional expense reimbursements (PER), and credit card/ Diners card administration (including but not limited to card applications and cancelations, dollar limit change requests, and compromised cards) for the entire university.

The Expense Specialist is accountable for the timely processing, delivery, efficiency, and integrity of payments and for ensuring expenses claimed are in alignment with university policies, procedures, collective agreements/terms & conditions and applicable legislation.

The Expense

Specialist will identify errors and/or critical issues and work with the Team Lead and cross-functional partners, Centers of Excellence, and faculties and/or units (where applicable) to address and create solutions that mitigate the potential for financial and/or reputational risk.

The Expense

Specialist must work collaboratively across stakeholders to understand and foster business relationships with third parties, other Shared Services teams, Centres of Excellence, and faculties/units.

The Expense

Specialist will contribute to the engagement, collaboration, and team environment, which promotes a service excellence experience that is in alignment with the Shared Services model and vision and that of the University of Alberta. In all facets of this role, the Expense Specialist endeavors to integrate and advance the University’s commitments to equity, diversity, and inclusivity.

Responsibilities

- Review, approve and/or process travel and expense claims, credit cards, and PER transactions.

- Ensure all credit card transactions have been recorded and approved and match to the consolidated monthly statement paid to the bank

- Research and resolve any issues pertaining to travel and expenses, credit cards, and PER transactions.

- Ensures PCards/Diners credit card statements are submitted and approved.

- Review travel and expenses, credit cards, and PER transactions for compliance with regulations and approval.

- Ensure administrative credit card requests, such as card setups, change limit requests, lost cards, fraud, refunds, and other ad-hoc needs are completed in a timely manner.

- Understand the process and administration for all university procurement cards.

- Monitor and collaborate with the team to ensure transactions meet regulations and are processed accurately in a timely and efficient manner.

- Monitor, review, escalate, and system or process issues and internal control issues.

- Identifies operational challenges and informs the Team Lead. Discusses clients’ needs with the Team Lead to overcome challenges.

The Expense

Specialist, takes action, with the Team Lead’s assistance,



to avoid imminent problems or to capitalize on upcoming opportunities

- Assists the Team Lead with change efforts where existing policies and procedures create operational challenges.

- Support change and innovation.

- Assist the Team Lead with risk identification and mitigation skills

- Demonstrates resilience and positivity in an environment, which may present resistance to innovation and change.

Qualifications

- Relevant 2 year Diploma/certificate with 1 to 3 years of financial and accounting experience or 3 to 5 years of previous accounting and finance experience in a large, complex business environment.

- Knowledge of University policies, precedents and procedures to make decisions within the area of accountability

- Working with a large ERP (PeopleSoft Financials) system is an asset

- Knowledge in GST/HST tax legislation as it pertains to the post-secondary sector.

- Experience using Microsoft Office and Google Apps.

- Demonstrated ability to operate in a large complex organization and act decisively to exercise high initiative and judgement on a wide range of topics.

- Excellent communication and interpersonal skills required.

- Able to promote and work effectively in an integrated service culture.

- Ability to effectively work with co-workers to build consensus and partnerships.

Application Instructions

Click "Apply Now" to submit your resume and cover letter

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).

This position offers a comprehensive benefits package .

About Us The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

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 workplace, 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.

About The Team

Shared Services is a close-knit community of smart, approachable people who collaborate, exchange knowledge and identify solutions. Our team of experts problem-solves by collaborating with Centres of Expertise (centres providing strategic expertise and specialized services in specific functional areas), faculty and staff in order to see the whole end-to-end process and find a solution that works for the entire community. We provide advice, guidance and leadership in process, quality and accuracy.

Shared Services is a highly educated, integrated team that provides service excellence in delivering and innovating the diverse catalogue of services we are responsible for. Ultimately, we create a human, positive experience when it comes to problem-solving.

The staff who are joining Shared Services can expect to feel empowered in the service they provide and look to grow their careers with critical thinking, relationship building and ongoing learning opportunities.

📌 Expense Specialist (Edmonton)
🏢 University of Alberta
📍 Edmonton