Department Assistant Jobs

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

This position has a term length of 2 years and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

Location - North campus. This role is in person

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 Summary

The department of Obstetrics and Gynecology has five academic divisions, 19 full-time academic faculty members, and over 100 clinical academic colleagues in general obstetrics and gynecology. Our faculty members encompass the full range of academic medicine including Maternal-Fetal Medicine, Reproductive Endocrinology & Infertility, Gynecological Oncology, Reproductive Sciences and Urogynecology. This accomplished team of educators train medical undergraduate and postgraduate students in the provision of innovative patient care.

Our passion for delivering the highest quality education is matched by our research strength. Multidisciplinary and collaborative research projects are nurtured and developed across disciplines, departments, and faculties. The department & distinguished cadre of scientists focus on clinical, discovery and translational research that bring our work from the lab bench to the bedside, where it matters most.

Position Summary

This position encompasses reception, general office duties, mail distribution and back-up administrative support. These duties are integrated to provide comprehensive delivery of services to the Department. This position, is the first point of contact for all inquiries and visitors. A broad range of duties is required of the role, such as providing general administrative supports for the smooth daily operations of Departmental activities. This position will interact with many different externals and internal stakeholders.

Duties

• Schedules and coordinates meetings, events and activities including scheduling rooms, organizing equipment, ordering catering and assembling materials.
• Answers phones and fields general inquiries for the area, the program(s) or service(s). Serves as a resource for routine and general inquiries and procedures. (e.g. graduate program information, facility booking requests, booking of advisor/consultant appointments)..
• Manages the mailroom for the Department, inclusive of sorting and distribution of all mail for members of the Department and proper functioning of the office equipment including
• Acts as the first point of contact for the Department, answering a variety of inquiries from the general public, Resident physicians/fellows and staff.
• Provides administrative back-up assistance as and when required due to vacations, staff emergencies, illness, etc.
• Prepare packages and resources as requested for distribution to stakeholders and the public

Minimum Qualifications

• Ability to work independently and function as an effective team member.
• Excellent communication (both written and verbal), attention to detail, and ability to multi-task. Superior organizational skills and excellent interpersonal skills are essential.
• Demonstrated expertise with Microsoft Office applications, particularly Word, Outlook, Excel and PowerPoint; Google calendaring.
• A minimum of two to three years of related office experience; experience at an educational Institution preferred.
• Experience in using PeopleSoft financials, beneficial.
• High school Diploma

Preferred Qualifications

• Knowledge of the University of Alberta's policies and procedures are an asset.
• Medical terminology is an asset.
• Post-secondary education preferred; a business diploma/administrative diploma preferred -equivalencies will be considered.