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Research Administrative Assistant, Family Medicine

Job ID: 32085
Location: Foothills Campus
Updated July 19, 2024

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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, Districts 5 and 6.


The Department of Family Medicine in the Cumming School of Medicine invites applications for a Research Administrative Assistant. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.

This position reports to the Manager, Business Operations, and will provide administrative support to the Research Director, the Family Medicine research portfolio, research faculty and their project teams.

The primary purpose of this position is to provide day-to-day research administrative support to the Research Director and various projects and principal investigators within the Department of Family Medicine and provide absence coverage for the Administrative Coordinator.

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

  • Provide administrative and logistic support to Principal Investigators with several research projects and teams. Schedule appointments, meetings, seminars, conferences, teaching which may require room bookings, setting up catering requirements, preparing agendas, taking and transcribing minutes, preparing and distributing notices
  • Arranging conference travel including conference registration, transportation, accommodation, preparation of itineraries, dealing directly with travel agencies or hotels, completing all necessary forms and requisitions for reimbursement. Support may involve assisting with travel funding applications
  • Assisting researchers with grant funding applications, including tracking timelines and collecting required documents (CVs, signatures etc)
  • Updating and maintaining faculty CVs (including tri-council Common CV) and professional activities
  • Assisting with and tracking research ethics board submissions and trial registrations
  • Assisting with documentation and tracking for grants and contracts
  • Organizing and maintaining project tracking and organizational databases for research activities (timelines, progress, equipment, software, etc.)
  • Maintaining and updating research program policy and procedure documents
  • Responsible for timely and accurate entry of financial information to process invoices, purchase orders and expense reimbursements. Investigates expense encumbrances and payment delays
  • Managing communications with project team members, researchers and external collaborators (including distribution of newsletters and updates, receiving and coordinating responses to queries, and maintaining up to date contact information)
  • Applies time management strategies when dealing with a range of issues
  • Shares resources with others and ensures they have access to appropriate and timely information in order to carry out their work

Qualifications / Requirements:

  • High school diploma and training in office management or administration
  • Bachelors degree preferred
  • Minimum 3 years administrative experience
  • Previous experience in a research setting preferred
  • Knowledge and experience with research financial compliance and processes required
  • Experience with Peoplesoft considered an asset
  • Strong administrative and organizational skills and the ability to multi-task required
  • Ability to work independently as well as in administration teams.
  • Strong written and verbal communication skills
  • Advanced skills in Microsoft Office applications
  • Experience working with video conferencing software (MS Teams, Zoom)
  • Knowledge and experience working with online databases for peer reviewed scholarly activity (i.e. Pubmed)
  • High attention to detail required

Application Deadline:  August 2, 2024

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.

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website

About the University of Calgary

UCalgary is Canada¿s entrepreneurial university, located in Canada¿s most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada¿s leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit

The University of Calgary has launched an institution-wide Indigenous Strategy 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]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

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