Administrative Assistant, Emergency Medicine, Cumming School of Medicine

Position Overview

The Department of Emergency Medicine in the Cumming School of Medicine invites applications for an Administrative Assistant. This Fixed Term Recurring Part-time position is for approximately 6 months (based on length of grant funding), with the possibility of extension.

Reports to the Principal Investigator.

This is a recurring part-time position with variable hours.  Recurring part-time employees are hourly employees engaged to perform work on an irregular schedule.

Position Description

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

• Prepare, edit, and proofread correspondence, invoices, presentations, publications, executive summaries, and related documents
• Arrange meetings, including scheduling, providing agendas, meeting notes, and following up on action items for Principal Investigator and research team
• Create and distribute online polls, compile and report poll results
• Answer phone and electronic inquiries
• Arrange travel schedules and make reservations
• Ensure 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
• Work as a team with other administrative assistants to provide support as required
• Draft routine correspondence and type, edit and proof-read general correspondence, administrative material, grant proposals, annual reports, and other related documents, using various computer software programs
• Schedule appointments, meetings, seminars, conferences, which may require room bookings, setting up food requirements, preparing agendas, taking and transcribing minutes, preparing and distributing notices
• Enter information into PeopleSoft E-Fin regarding travel claims/advances
• Maintain up-to-date filing system and archiving of files as required in support of the scientific office activities

Qualifications / Requirements:

• Post-Secondary Certificate or Diploma is required
• Minimum of 1-2 years experience in an administrative role
• Competent written and verbal communication
• Intermediate skills in Microsoft Office Suite
• Intermediate skills with Adobe Acrobat professional, for merging and applying signatures to documents
• Excellent organization of electronic files
• Ability to retain knowledge of organizational timelines and policies from a variety from informational resources
• Ability to be professional and respectful in all communication

Application Deadline:  February 22, 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/Administration Job Family, Phase II.

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.