Administrative Coordinator, Emergency Medicine

Description

The Department of Emergency Medicine in the Cumming School of Medicine invites applications for an Administrative Coordinator, Canadian Task Force on Preventive Health Care  This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.

The Canadian Task Force on Preventive Health Care is an independent body of primary care and prevention experts that was established by the Public Health Agency of Canada (PHAC) to develop clinical practice guidelines that support Canadian primary care providers in delivering preventive health care. The Task Force is responsible for tasks that include prioritizing topics for guidelines; working with scientific staff from the Global Health and Guidelines Division of PHAC to refine topics; working with two independent Evidence Review and Synthesis Centres (ERSC), which develop systematic evidence reviews; development of recommendation statements for guidelines; and working with the Knowledge Translation (KT) Program to facilitate dissemination and implementation by key stakeholders. For more information about the Task Force, go to www.canadiantaskforce.ca 

Reporting to the Principal Investigator.

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

Administrative Support

• First point of contact for the Canadian Task Force on Preventive Health Care.  Provides administrative support to the Principal Investigator, Task Force Chair, Task Force Vice-Chair and the Task Force Project Manager
• Plan and coordinate day-to-day work independently while contributing to the combined needs of the Task Force Office members (Chair, Vice-Chair and Project Manager)
• Responsible for drafting routine correspondence and administrative materials, as well prioritizing urgent requests. Triage requests from public, media, and external stakeholders
• Reviews, tracks and organizes incoming/outcoming correspondence to identify priority items, and respond to request in a timely manner
• Provides solutions to problems based on experience and existing practices or procedures
• Develops and maintains strong relationships with internal and external stakeholders in a courteous and professional manner to facilitate the achievement of goals and objectives
• Communicate with external stakeholders to obtain regulatory documents
• Takes notes and transcribes meeting minutes; helps with follow-up on action items

Budget Management

• Manages timely and accurate processing of Accounts Payable activities related to the Principal Investigator's accounts
• Processes budget expenditures (salaries, stipends) through PeopleSoft and maintains a tracking system for employment extensions via Job Change Requests within PeopleSoft
• Reviews invoices for completeness and accuracy
• Prepares expense claims to make sure financial policies and procedures are adhered to

Event Planning

• Work with the Task Force Project Manager to organize logistics for 2 yearly in-person and 1 yearly virtual policy meetings
• Facilitate securing the appropriate venue for the event and event contracts
• Coordinate all services for the event, such as invitation/RSVP processes, accommodation, equipment, catering and transportation for participants
• May attend events and support setup, taking notes and communicating with meeting participants & venue staff
• Some overnight travel may be required

Calendar/Scheduling

• Communicates extensively with other offices/key stakeholders to request and distribute information and schedule meetings
• Coordinate calendars and manage/resolve complex scheduling requests
• Organize video/teleconference meetings, including contacting attendees and preparing meeting materials

Record and File Management

• Establish and maintain working files for the Task Force Office.
• Maintain an effective filing and record system, from creation through to archives; this involves the accurate and timely filing of confidential documents for easy retrieval, ensuring adherence to FOIP at all times

Qualifications / Requirements:

• Completion of Post Secondary level of education equal to a business administration certificate or diploma, or an equivalent combination of education and experience
• 5+ years of related work experience in an Administrative role in an academic environment would be essential
• Experience in supporting senior administration is an asset
• Advanced interpersonal, organizational, and time management skills with the ability to set priorities and meet constant, shifting deadlines with limited supervision
• High proficiency in a range of processes, procedures, and systems used to carry out assigned tasks or has developed advanced skills in a senior administrative area
• Proven ability to work independently exercising initiative good judgement, along with working as part of a team and be flexible to meet the multiple demands of the role
• Strong written and verbal communication skills, with a proficiency in proofreading and grammar
• Advanced computer skills, specifically with Microsoft Office Suite, and web-based queries and databases, on-line calendar and email systems
• Ability to work collaboratively in a virtual team environment
• Experience with University Business systems, specifically PeopleSoft is essential
• Understanding of the University environment is essential

Application Deadline:  December 4, 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 3.

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 ucalgary.ca.

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.