University of Calgary
UofC Navigation
Share this Job:

Administrative Assistant, Dean's Office, Cumming School of Medicine

This job posting is no longer active

Job ID: 15723

Updated: June 19, 2018

Location: Foothills Campus

Position Overview

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

Reports to the Vice Dean, Cumming School of Medicine.

This position will take on a leadership role to deal with unexpected, urgent matters.  Will work in an environment where there is continuous change, multiple projects, and shifting priorities.  Self-motivated and able to meet deadlines with minimal or no supervision.  Deals with sensitive and confidential information on a regular basis.

Position Description

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

  • Organize and coordinate all activities in the Dean's Office
  • Responsible for coordinating and planning complex events and ensuring programs are all delivered on time and within budget, applying sourcing expertise to deliver cost-savings
  • Conduct article/literature searches as required
  • Interact on a daily basis with a wide range of visitors and incoming patient/general public telephone inquiries about CSM and the University of Calgary
  • Interact on a continuous basis with the personnel of the Dean’s Office, CSM, Research, Finance and Integrated Services
  • Does follow-up with Integrated Services (PeopleSoft) on items expensed but not been paid, also follow-up on purchase order and vendor inquiries
  • Demonstrated ability to build productive relationships and constructively solve problems
  • Self-directed and able to manage simultaneous deadlines
  • Ability to act decisively and to exercise a high degree of initiative and judgment, especially regarding confidential issues
  • Ability to work well under pressure, prioritize work and meet deadlines
  • Strong interpersonal skills and ability to work with multiple stakeholders, responsibilities and projects
  • Ability to work independently with minimal direction
  • Excellent communication skills, both written and verbal
  • Prepares and submits Travel & Expense claims and P-Card expenses, as well as PER expenses
  • Preparing all correspondence and presentation materials in a professional and accurate manner ensuring that deadlines are met
  • Work with key investigators, coordinators and research assistants of various clinical trials in coordinating various components of research projects
  • Assist in preparing necessary documentation for recruitment of research coordinators and assistants on various projects
  • Monitor research funding and budgeting resources 
  • Order supplies and computing equipment for various clinical trials
  • Work closely with nurse coordinators in maintaining weekly patient clinics
  • Receive, maintain and distribute patient test results to the appropriate clinics
  • Handles inquiries and locates information and other materials/resources as needed
  • Prepares confidential meeting notices, reminders, agendas, minutes and materials, distributes as directed
  • Prepares doodle polls and calendar invites for ongoing infrastructure, administrative and facilities management meetings for Executive Director
  • Prepares and maintains ongoing calendar invites of meetings related to the Vice Dean at CSM
  • Help with the graduation ceremonies for Cumming School of Medicine

Qualifications / Requirements:

  • Post-secondary education preferred
  • Minimum 5 years administrative experience with emphasis on organization and ability to multi-task and meet deadlines
  • Previous experience in a University setting would be an asset
  • A combination of education and experience may be considered
  • Experience working with principal investigators and clinicians
  • Demonstrated understanding of the University of Calgary and Cumming School of Medicine mission and values
  • Ability to work independently in a fast-paced environment with constantly shifting priorities
  • Demonstrates strong communication and team skills
  • Excellent organizational, analytical and problem-solving skills, communication and team skills
  • Respect for confidentiality is essential
  • Required knowledge and proficiency in computer programs, as well as knowledge of university core business administration system (PeopleSoft and eFin)
  • High level of proficiency in MS Office environment
  • Demonstrate high degree of accuracy and attention to detail
  • In depth understanding of the University of Calgary and the Cumming School of Medicine missions and values
  • Respect for confidentiality is a high priority

Application Deadline:  June 18, 2018

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 about the Cumming School of Medicine visit Careers in the Cumming School of Medicine.

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 become 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. Ranked as the top young university in Canada and North America, the University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


Need help?

View our Application FAQs for answers to common questions regarding the application and selection process.