Description
The Department of Family Medicine in the Cumming School of Medicine invites applications for an Administrative Assistant, Academics. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.
This position reports to the Manager, Business Operations.
The Administrative Assistant, Academics is responsible for providing assigned administrative support in the Academic Portfolio to faculty researchers and educators in Family Medicine.
There are periods of high volume with strict deadlines, such as the coordination of academic administrative support, development and refinement of processes and other documentation as required. Challenging, high paced environment. Requires communication in a professional manner in person, by phone and by email.
Summary of Key Responsibilities (job functions include but are not limited to):
- Provide operational support (e.g., drafting, preparing, and reviewing business documents including agendas, minutes, and reports), planning and organizing meetings with internal and external stakeholders, developing and maintaining department policies and procedures, information management, and human resources support
- Ensure confidentiality of sensitive information provided and managed as part of this role
- Deal with shifting priorities ensuring all information is produced within deadlines in a professional, accurate manner
- Applies time management strategies when dealing with a range of issues
- Shares resources with others and ensure others have access to appropriate and timely information and resources to carry out their work
- Takes initiative to deal with issues of impact in a timely and effective manner
- Liaise with internal and external personnel, departments, and agencies in a courteous and pleasant manner
- Take responsibility for maintaining and expanding computer skills and personal development by enrolling in courses and seminars
- Works as a team with other administrative or research assistants to provide support as required
- Assess, prioritize and coordinate daily schedules of academic faculty and maintain calendars
- Schedule meetings and events which may require room bookings, setting up catering requirements, preparing agendas, taking minutes, preparing and distributing notices
- Draft, update and maintain a variety of business documents including required reports, process documentation, project documentation, presentations and common CVs
- Assist researchers with grant funding applications, including tracking timelines and collecting required documents (CVs, signatures etc).
- Assist in the preparation of presentations and posters using Powerpoint
- Draft or contribute to development of communications materials including electronic newsletters, advertisements, and/or ad-hoc communications
- Make travel arrangements for transportation, accommodation, preparation of itineraries, dealing with travel agencies or hotels, completing all necessary forms and requisitions
Qualifications / Requirements:
- Post-secondary education and training in office management or administration required
- Minimum 5 years of administrative experience with growing responsibilities required
- Undergraduate degree or business administration diploma preferred
- Minimum 5 years work experience supporting senior leaders in a similar setting and knowledge of healthcare and/or academic activities
- Ability to independently problem solve in complex situations
- Demonstrated expert communication, team and customer service skills, and an ability to exercise
- judgment within established guidelines
- Must be open to learning and development, and be willing to accept new challenges and assignments
- A positive attitude and the ability to work independently and as part of a team are critical to success
- Advanced skills in Microsoft Office Suite (Work, Excel, Access, Powerpoint)
- Experience submitting expenses and processing financial transactions. Experience working in Peoplsoft considered an asset
Application Deadline: April 17, 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.
