Department of Pediatrics
Competition No. - S100841017
Posting Date - Feb 11, 2020
Closing Date - Feb 19, 2020
Hourly Rate - $23.53 - $31.52
Grade - 06
Hours - 35
This position has an end date of 12 months from hire, with the possibility of extension.
The Department of Pediatrics within the University of Alberta is one of Canada's leading academic pediatric institutions in medical education and pediatric research. We also work in conjunction with the Stollery Children’s Hospital to provide leading edge clinical care. Key components of our success are the services provided by our team of Administrative Assistants who provide vital support to our researchers and physicians.
Reporting directly to the Academic Administrative Team Leads, the Administrative Assistant provides administrative, academic and research support to faculty within the Department of Pediatrics. The incumbent must be able to work under minimum supervision, manage schedules, compile correspondence, identify problems and suggest remedial actions, answer telephone calls and respond to various requests in a timely manner and ensure completion of work, often with tight deadlines. The incumbent must have a good working knowledge of the University of Alberta, Faculty of Medicine and Dentistry and Department of Pediatrics policies and procedures. Confidentiality is imperative, as is a professional manner when dealing with sensitive information. The incumbent must be resourceful, demonstrate composure and maturity and professionalism and have demonstrated experience to deal with strict deadlines, competing priorities, and multi-task with efficiency and competence. The incumbent will be part of an administrative support cohort which will provide administrative support to Faculty members within a portfolio of subspecialty divisions.
Conducts literature searches; pulls journals, articles and abstracts online, in the library, PubMed, and RefWorks, EndNote etc.
Assists in the preparation and revision of research publications. Assists in the preparation of grant and journal reviews and appendices.
Assists with the preparation of presentation materials (posters, Power Point etc.)
Provides administrative support to research projects including assisting with funding applications, research ethics applications, abstracts and manuscripts, correspondence and budgets.
Prepares consent forms, renewals and amendments.
Updates CV within deadlines as required and reformats as required for specific applications.
Assists in the preparation of administrative letters and absence notices, regrets etc.
Assists in preparing the Annual Report by collecting relevant information throughout the year that will be recorded in the Annual Report.
Assist with Travel Arrangements for Faculty and Visiting Speakers.
Delivering and receiving documents for signature
Maintains a comprehensive daily, weekly, and long-range electronic calendar for faculty members of administrative research, teaching and travel commitments schedules, coordinates and confirms meetings, teaching commitments, enters call rotation schedules and other appointments as required in the faculty member's electronic calendar.
Books meeting rooms and circulates meeting material as necessary. Ensuring proper AV is available. Arranges catering as required.
Prepares agendas for various meetings
Prepares monthly divisional newsletter for distribution.
Assists in the organization of conferences and workshops.
Collaborates with DoP Finance Unit and SMS for the timely payment of invoices etc. Review monthly statements of research accounts for outstanding invoices and credits
Coordinating purchasing including preparing purchase orders.
Prepares all travel expense claims through the Department of Pediatrics, Alberta Medical Association, Professional Expense and/or individually held subaccounts or grants
Verifying and reconciling credit card expenses as required.
General Administrative Responsibilities (5%)
Provides cross coverage for absences within the Academic Administrative Support Team complement.
Responsible for administrative tasks as assigned by the Academic Administrative Supervisor and/or Team Lead.
Performs related administrative tasks as assigned, including collecting, opening, sorting and filing incoming and outgoing correspondence, photocopying.
Responsible for updating desk manuals and office protocols specific to the role. (SOPs)
Minimum of two years experience and a post-secondary diploma in office administration. Equivalent combinations of education and experience may be considered
Minimum of two years related office experience
Experience updating CV's both in Word and Canadian Common CV
Computer proficiency in current Windows and G-Suite program
Basic financial reconciliation experience with a good working knowledge of HCM and Peoplesoft Financials (eTrac)
Business writing courses considered an asset
Ability to work autonomously in the role
Ability to anticipate potential issues and provide appropriate resolutions to the concerns
Excellent communication (oral and written}, interpersonal, organizational and time management skills
Minimum typing speed of 50 wpm
Detail-oriented, strong commitment to client service and bring a positive energy to the role