Administrative Assistant, Administrative Services Department

Description

The Administrative Services Department in the Cumming School of Medicine is currently seeking a Full-time Temporary Relief Administrative Assistant for approximately 12 months.

Reporting to the Manager, Administrative Services, Cumming School of Medicine and working closely with other staff members in the Administrative Support Services Team, this position will provide support to the faculty member(s) of Medicine in the areas of research, clinical or a combination of both research and clinical activities. There is potential for this position to float between offices at Faculty(s)/Administrative Department(s) locations, ensuring visibility and accessibility to clients. Most work is conducted during business hours, though some availability outside of work hours for consultation is probable.

As an Administrative Assistant you will handle constant, multiple, conflicting and shifting priorities while working within the framework of the University of Calgary policies and procedures, as well as regulations of the College of Physicians and Surgeons of Alberta and Alberta College of Family Physicians. While providing the exceptional customer service and administrative skills, you will often be called upon to exercise judgment within these established guidelines.

These roles offer a challenging working environment featuring high volumes and variety of work with constant interruptions. The positions also require a high level of technical expertise including proficiencies in most MS Office applications. There will be periods of high volume with strict deadlines, as in preparation of grant applications for the faculty member, academic annual reporting, teaching requirement, as well as clinical activities, manuscripts and other documentation where you will assist the faculty member(s).

This position supports a very busy research faculty within the Cumming School of Medicine. Very strong skills in shifting priorities for successful completion of all tasks is necessary for success in this role.

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

• Organize and coordinate all activities related to the faculty members administrative, research, teaching and clinical requirements
• Will provide Clinical Administration support along with Research / Academic Admin support
• Deal with shifting priorities ensuring all information is produced within deadlines in a professional, accurate manner
• Liaise with internal university stakeholders and external stakeholders and agencies in a courteous and pleasant manner
• Accountable for keeping computer skills and personal development up-to-date; adding to skills and knowledge through courses that may be available through the University of Calgary, Continuing Education Faculty
• Draft routine correspondence and type, edit and proof-read general correspondence, administrative and teaching material, grant proposals, manuscripts, annual report, and other related documents from handwritten/typed drafts or Dictaphone, using various computer software programs
• Schedule appointments, meetings, seminars, conferences, teaching which may require room bookings, setting up food requirements, preparing agendas, taking and transcribing minutes, preparing and distributing notices
• Help coordinate travel arrangements for faculty and visiting lecturers, and possibly assist in coordinating conferences, including arrangements for transportation, accommodation, preparation of itineraries, applications for funding, dealing with the travel agency/hotel, completing all necessary forms and requisitions
• Clinical activities may include assisting patients by booking appointments, lab tests and referrals, requiring awareness of waiting lists and booking procedures of facilities and clinics and methods of expediting appointments, of medical tests and procedures to answer patient inquiries and to liaise between medical staff, patients and their families and of billing procedures in order to answer questions from the University of Calgary billing staff and private and public insurers

Qualifications / Requirements:

• Minimum Grade 12 diploma supplemented with 2-4 years working experience with significant administrative experience
• 3 to 5 years experience with planning and executing various seminars, speaker series and ad-hoc speaking events
• Previous experience with SCM, Millennium, Netcare preferred
• Must have previous experience supporting clinicians along with very strong administrative skills to support researchers within the Cumming School of Medicine
• Strong written and verbal communication skills are a necessity
• Proven ability to work independently
• Strong interpersonal and highly developed organizational skills
• The ability to multi-task and effectively work with all employee groups, dealing with tact and diplomacy in all situations
• Previous experience in a medical/clinical setting, as well as medical terminology would be an asset
• High level of understanding and capability of office administrative practices
• Ability to retain knowledge of a variety of informational resources and requirements
• Intermediate to expert user of the technical systems; including Microsoft Office Suite, PeopleSoft and web navigation
• Experience with electronic medical records in clinical positions would be an asset
• Understanding of University environment would be an asset

Application Deadline: June 7, 2024

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 Operational/Administrative Job Family, Phase 2.

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 Equity, Diversity and Inclusion (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.