Senior Administrative Assistant, Dean’s Office, Cumming School of Medicine

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

The Dean’s Office in the Cumming School of Medicine is currently seeking a Full-time Regular Senior Administrative Assistant.

Reports to the Senior Associate Dean, Cumming School of Medicine.

The Senior Administrative team provides support to the various members of the Dean’s Executive Council (DEC) of Cumming School of Medicine’s (CSM) Dean’s Office.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Administrative

• Schedules and maintains all appointments, meetings/meeting rooms and conference calls and ensures all materials relevant to these appointments is available
• Provide effective and professional assistance to visitor, faculty and staff inquiries in a courteous, timely and professional manner, demonstrate competent customer service and support at all times
• Assist in coordinating travel arrangements for assigned DEC member/s and their visitors as required
• Coordinates international calls that could involve several different countries and time zones at a time
• Administers, coordinates and tracks correspondence and other information items related to the relevant DEC member including the screening of callers, mail (electronic and paper), and may independently compose responses to correspondence on behalf of that DEC member and ensures follow-up to outstanding items/initiatives
• Schedules and organizes DEC and CSM-related meetings. May be required to take minutes and document follow-up items and track action items when they are due
• Prepare presentation materials such as PowerPoint slides as required for meetings
• Prepares expense claims and processes invoices for payment

Searches and Reviews

• To independently coordinate events related to the search and review process for Department Heads, Institute Directors and Associate Deans
• Liaises with candidates, organizes committee review/interview meetings, manages associated logistics such as travel and accommodation and in collaboration with key executives, plans itineraries
• Arranges interviews for research staff candidates; prepares and submits appropriate documentation to Human Resources for successful candidates

Research/Grants

• Retrieves journals, articles and abstracts online, in the library, PubMed, or NLIS
• Assists in the preparation of research manuscripts and abstracts for publication: RefMan, EndNote
• Ensures compliance with copyright laws and regulations
• Imports electronic data and graphics to PowerPoint and manuscripts
• Transcribes grant and journal reviews, etc. using digital and analog transcription systems
• Types grant reviews for outside agencies, updates modules for submission

Event Planning

• May be requested to either plan or assist in coordinating special events
• Organizes conferences and research symposiums, manages budgets (tracking of incoming sponsorship), maintains files, orders catering, arranges accommodations, completes all related travel expenses, prepares poster and slides, and ensures that AV equipment is available, functional and present
• Coordinates and liaises with guest speakers including travel logistics; flights, accommodation and itineraries during visit

Clinical Support/Administration

• Work with the clinic scheduling staff to maintain clinic schedules and call rotation schedules in Microsoft Outlook
• Book patient appointments as required maintaining a high degree of confidentiality
• Completes of billing sheets and in-service log sheets

Key Stakeholders

• May interact with key executives within and outside of the University
• Help with the graduation ceremonies for Cumming School of Medicine

Qualifications / Requirements:

• Minimum Grade 12 and post-secondary education preferred
• Minimum 5 years experience in a support role to senior leaders in a medical or clinical environment or University setting
• Highly proficient on MS Office applications and expert in Outlook and calendar management
• Ability to navigate on social media
• Previous experience in PeopleSoft and eFin an asset
• Excellent time management skills with independent ability to prioritize, problem-solve and multi-task. Flexible in responding to shifting priorities in a fast-paced environment
• Analytical thinker capable of independent problem solving
• Strong verbal and written communication skills
• Enjoys working collaboratively with colleagues
• Superior attention to detail and accuracy
• Ability to think and act proactively including follow-up
• Understands requirements for high level of confidentiality and securing sensitive material
• Understanding of medical terms and terminology

Application Deadline:  October 25, 2022

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 III.

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 (equity@ucalgary.ca ) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca ).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.