Description
The Administrative Services Department in the Cumming School of Medicine is currently seeking a Full-time Regular Administrative Assistant.
Reporting to the Manager, Administrative Services Department, Cumming School of Medicine and working closely with other staff members in the Administrative Support Services Team, this position will provide executive support to the Division/Department Head. 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.
The Administrative Assistant to the Division/Department Head is the primary administrative and resource contact for the faculty members within the specified Division. The incumbent will handle constant, multiple, 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 Health Services. While providing exceptional customer service and administrative skills, you will often be called upon to exercise judgment within these established guidelines.
This is an extremely fast-paced position, this role offers a challenging work environment featuring high volumes and variety of work with constant interruptions and strict deadlines i.e.: grant applications and academic annual reports.
Strong communication skills are required to liaise effectively with internal and external staff and agencies in a tactful and professional manner.
Responsible for accurately entering and maintaining the division On-Call Schedule under the Regional On-Call Application and monthly stipend submissions for all member/sites of the division if applicable.
Summary of Key Responsibilities (job functions include but are not limited to):
Administrative Support
- First point of contact for the Division/Department Head and senior administrators, screens requests and provides information and guidance to staff and general public; demonstrating discretion and good judgment in dealing with sensitive issues
- Organize and coordinate all activities related to the Division/Department Heads¿ administrative, research, teaching and clinical requirements
- Responsible for drafting routine correspondence, administrative and teaching materials, grant proposals, manuscripts, and other related documents
- Reviews, tracks and organizes incoming/outgoing correspondence to identify priority items, and respond to requests in a timely manner
- Develops and maintains strong relationships with internal and external stakeholders in a courteous and professional manner to facilitate the achievement of Division/Department goals and objectives
- Takes notes and transcribes minutes; ensures follow-up on action items
- Deals with multiple, shifting priorities and ensures that deadlines and commitments are kept
- Manages requests for information efficiently, demonstrating strong judgment and discretion on confidential issues
- Maintains the on-call schedule for the Division and ensures it is updated and key staff members are available and within communication when required. Generates monthly stipend submissions for divisional faculty members
- Responsible for coordinating the recruitment process for new faculty members; dealing with candidate enquiries, developing the itinerary, coordinating travel arrangements and gathering all relevant information from candidates and then drafting this information for the Division Head and Executive members
- Coordinates the process of annual assessments for academic staff; submission of annual reports, and assembly of documentation for written assessments, promotion and merit
Budget and Expenditure Monitoring
- Monitors the Division/Department budget and/or research accounts through eFin and prepares reports and expenditure authorizations for the Division Head for approval, providing clarification on commitment and budget projections
- Oversees timely and accurate processing of Accounts Payable activities related to Division Funds/research accounts
- Oversees template-based hires through People Soft and maintains a tracking system for employment extensions
- Reviews invoices for completeness and accuracy
- Prepares expense claims ensuring financial policies and procedures are adhered to
- Processes payments related to procurement card expenditures and supply purchases
Event Planning
- Exercise sound judgment and personal decision-making within University guidelines
- Meet with external stakeholders and/or organizing committees to plan the scope and format of event(s)
- Facilitate in securing the appropriate venue for the event
- Coordinate all services for the event, such as invitation/RSVP processes, accommodation and transportation for participants, catering, and audio visual equipment
- Organize registration of participants, prepare programs and promotional materials
- Establish and monitor budgets, reconcile expenses to budget and maintain financial records
Calendar/Scheduling
- Manages, organizes and coordinates day to day work routine of the Division/Department Head, including scheduling all meetings and appointments with academic and non-academic staff and with the business community using MS Outlook calendar program; screens meeting requests, re-directs requests where appropriate and prioritizes meetings
- Prepares meeting packages for the Division/Department Head ensuring background related material is available, sends out meeting agendas
- Communicates extensively with other offices/ key stakeholders to request and distribute information and schedule meetings
- Creates and implements multiple rounds schedules, division meeting schedules, seminars and conferences
Record and File Management
- Establish and maintain working files for the Division/Department Head
- Maintain an effective filing and record system, from creation through to archives; this involves the accurate and timely filing of confidential documents for easy retrieval, ensuring adherence to FOIP at all times
Qualifications / Requirements:
- Completion of at least a level of education equal to a business administration certificate or diploma, or an equivalent combination of education and experience
- Previous work experience in an Executive Assistant role would be beneficial. Advanced interpersonal, organizational, and time management skills with the ability to set priorities and meet constant, shifting deadlines
- Extensive experience with CIHR and NIH grants is required
- PeopleSoft experience is required
- Previous experience in an Executive Assistant Role is required
- Ability to work independently, exercising initiative and good judgment
- Proven ability to work as part of a team and be flexible to meet the multiple demands of the role
- Advanced computers skills, specifically with Microsoft Office Suite, and experience using the Internet, on-line calendar and email systems
- Experience with University Business systems, specifically PeopleSoft would be an asset
- Strong knowledge of medical terminology and procedures is an asset
- Understanding of the University environment would be an asset
Application Deadline: April 9, 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 Operational/Administrative Job Family, Phase 3.
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.
