Administrative Assistant

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

This position has a term length of one year plus a day and offers a comprehensive benefits package which can be viewed on our Benefits Overview page .

Location: Work primarily located at North Campus, Edmonton.

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/Faculty Summary

The Department of Critical Care is committed to providing excellence in patient care, research and education. The Department is integrated with the Department of Critical Care Medicine, Edmonton Zone, of Alberta Health Services and supported by a provincial critical care information system, eCritical. The Department consists of 6 primarily appointed and 3 cross appointed full time Faculty and 39 clinical Faculty.

Research in the Department spans the spectrum from fundamental and translational work through medical education, epidemiology and health services research. The Department is internationally renowned for its expertise and research in the field of Critical Care Nephrology and we are actively pursuing growth in the fields of Neurocritical Care, Cardiovascular Intensive Care, and Health Services Research.

Position Summary

This position will be responsible to the Academic Department Manager. This position supports the Department’s Fellowship Program, Research Office and Director and program section heads, Undergraduate Medical Education activities as well as support for Department events and general office activities. 

In all facets of this role, this position endeavors to integrate and advance the University’s commitment to equity, diversity and inclusion.

This position understands, fulfills, and promotes the health, safety and environment responsibilities identified in university policy.

Duties

Program Administration:

• Primary administrative contact and resource for the Fellowship Program, addressing fellows and faculty inquiries and concerns, as well as forwarding information and responding to inquiries from the governing bodies, various agencies, cultural attaches, other universities and medical colleges both nationally and internationally;
• Completes all paperwork/form submission for Fellowship Program;
• Enters Fellows medical billings into Clinic Aid;
• Maintains Fellows medical billing records for the Fellowship Programs;
• Supports the undergraduate program and students;
• Maintains confidential and complete fellowship files via electronic-based system;
• Responsible for creating and/or maintaining the programs repository for information for fellows (ie. Google site or manual);
• Develops and maintains Fellowship Program administrator desk manual;
• Dissemination of communications to Med School students, fellows and faculty, such as memos, notices, emails, and letters;
• Provide calendar support to various Department section heads;
• Compiles receipts and creates travel and expense reimbursement claims for Fellows as required;
• Maintains policy documents as they relate to Fellowship training;
• Assists Program Administrator with residency program activities, such as annual orientation, welcome receptions, CaRMS interviews, Residency Program Committee minutes, yearend celebrations, and resident awards;
• Provides administrative support for Department events, such as Canadian Resuscitative Ultrasound Course, ultrasound rounds, Research Day and other events as they come up.

Document/Materials Development:

• Performs word processing and data entry for the Department;
• Prepares and types letters, emails and other related correspondence;
• Produces technical, graphic and/or slide presentations requested by faculty for teaching or research purposes;
• Assist faculty with initial annual report online entry;
• Responds to routine correspondence independently and drafts complex correspondence for review;
• Creates and maintains efficient databases and filing systems.

Other Administrative Responsibilities:

• Provides office back-up for other members of the medical education team;
• Manage Department main phone line and redirects calls and takes messages for the appropriate staff member;
• Responding to inquiries independently, redirecting to appropriate area or taking messages
• Reviews and prioritizes incoming correspondence daily and initiates action where appropriate, drafts correspondence for review/signature, responds to general inquiries
• Manages general/central Department email (e.g. [email protected] and [email protected] and back-up for [email protected] and [email protected] );
• Coordinates key access and returns for new faculty, staff, fellows and residents;
• Sets up office space for new staff;
• Assists with office relocations and reconfigurations;
• Troubleshoots photocopier, phone and other equipment issues; organizes service calls as required and maintains adequate levels of supplies for machines, including shredding services;
• Organizes meetings, including scheduling, room booking and set-up, orders catering, prepares agenda, records and drafts minutes and ensures timely follow-up of
• items/issues resulting from meeting minutes;
• Books air travel and hotel accommodation for invited visitors/speakers using forms like TAP and HAP;
• Reconcile accounts and invoice payments for invited visitors/speakers;
• Enters travel and expense claims as required;
• University calendar management for Research Director;
• Resource person to residents, fellows, staff, faculty and general public;
• Other office duties as assigned.

Minimum Qualifications

• Grade 12 supplemented by coursework in office or business administration and computer training; equivalent combinations of education and experience will be considered;
• Demonstrated excellent communication (verbal and written) and interpersonal skills;
• Demonstrated ability to take initiative, adapt, problem solve, and prioritize directions from multiple sources;
• Demonstrated excellent organizational skills with strong attention to detail and a high level of accuracy along with adherence to deadlines;
• Computer proficiency using MS Office applications (Word, Excel, Access, Outlook and PowerPoint), Google platforms (Gmail, Calendar, Sites, Docs and Drive), internet search engines, and other software applications;
• Knowledge of PeopleSoft is an asset;
• Understanding of University of Alberta policies and procedures;
• Prior experience working in Medical Education, especially fellowships, is an asset;
• Experience with One45 would be an asset;
• Prior experience with medical billing software, such as Clinic Aid, an asset
• Demonstrated ability to perform independently or in team environment;
• Good customer service;
• One year of on-the-job training is required to learn the basic essential skills.

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.