Administrative Assistant, Administrative Services Department

Position Overview
The Cumming School of Medicine is currently seeking a Full-time Regular Administrative Assistant.
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).
These roles offer a challenging working environment with high clinical volumes and variety of work with constant interruptions supporting a faculty(s) member within the Cumming School of Medicine.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):

• 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
• 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
• 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
• 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
• Organize and coordinate all activities related to the faculty members administrative, research, teaching and clinical requirements
• 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
• 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

Qualifications / Requirements:

• High level of understanding and capability of office administrative practices
• Minimum Grade 12 diploma supplemented with 2-4 years working experience with significant administrative experience
• The ability to multi-task and effectively work with all employee groups, dealing with tact and diplomacy in all situations
• Understanding of University environment would be an asset
• Strong written and verbal communication skills are a necessity
• Ability to retain knowledge of a variety of informational resources and requirements
• Experience with electronic medical records in clinical positions would be an asset
• Strong interpersonal and highly developed organizational skills
• Proven ability to work independently
• Previous experience in a medical/clinical setting, as well as medical terminology would be an asset
• Intermediate to expert user of the technical systems; including Microsoft Office Suite, PeopleSoft and web navigation

Application Deadline: July 31, 2023
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.
Additional Information
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2 .
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website . For more information visit Careers in the Cumming School of Medicine
The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.
About The University Of Calgary
The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca .
The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High , 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 ( [email protected] ) and requests for accommodations can be sent to Human Resources ( [email protected] ).
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.