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Administrative Assistant, Hotchkiss Brain Institute, Cumming School of Medicine

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Job ID: 12906

Updated: June 21, 2017

Location: Foothills Campus

Position Overview

The Hotchkiss Brain Institute in the Cumming School of Medicine is currently seeking a Full-time Regular Administrative Assistant to the Director.

The Hotchkiss Brain Institute (HBI) Administrative Assistant reports to the Institute Director of the Hotchkiss Brain Institute, (HBI).

The HBI Administrative Assistant will deal with sensitive and confidential matters related to the activities of the HBI, including faculty recruitment, promotion and tenure process, financial and fundraising matters.

 

Position Description

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

  • HBI administrative office operates effectively and efficiently
  • The activities of the Institute Director are properly planned, scheduled, and coordinated
  • Positive and mutually beneficial relations with fellow staff and HBI members are developed and maintained
  • Effective interactions with other University of Calgary staff, internal and external clients, and stakeholders to the University are established and reinforced
  • Support the Hotchkiss Brain Institute Director
    • Fulfill the administrative needs of the HBI Director in all areas of the Institute: academic, community and partnership, research and education
    • Anticipate needs using initiative to prepare and provide information that assists the Director in managing his multiple roles
    • Arrange logistics for board, committee and other meetings; dates, venues, catering, agendas, teleconference arrangements
    • Prepare meeting documents and communications
    • Ensure the HBI Director's schedule is organized, prioritized, and properly communicated
    • Maintain forward planning for and awareness of the HBI Director's commitments
    • Ensure that the HBI Director is kept abreast of upcoming activities and deadlines
    • Schedule and coordinate the HBI Director's travel arrangements and itineraries
    • Prepare and process expense and reimbursement claims for the HBI Director
    • Perform complex administrative duties that require strong interpersonal, communication and time management skills
    • Coordinate special events as required
    • Review vendors' invoices and send all necessary documents to Accounts Payable
    • Enter expenses and process honoraria for visitors to the HBI in PeopleSoft and send all necessary documents to Accounts Payable, and follow up as needed
    • Coordinate and assist in the planning and preparation of visits by faculty, recruitment candidates, visitors to the Institute, etc
    • Answer incoming phone calls to the HBI, transfer calls or take messages as needed
    • Compile, transcribe, and distribute minutes of meetings
    • Perform office organizational duties, such as ordering supplies, filing and retrieving documents and records
    • Manage, respond to, file, or forward all emails received through the HBI mailbox
    • Collect, sort, distribute and prepare incoming and outgoing mail, messages, and courier deliveries
    • Greet persons entering the HBI administrative and Director's office, determine nature and purpose of visit, and direct or escort them to specific destinations

Qualifications / Requirements:

  • Office administration certificate/diploma required or post-secondary education in an appropriate field
  • Senior administrative assistant experience
  • Proficiency with MS Word, and Outlook.  Skills with PowerPoint, and Excel
  • Exceptional written and verbal communication, organizational, and interpersonal skills
  • Strong time management skills with ability to set own priorities, work independently, exercise initiative, tact, good judgment and confidentiality
  • Experience organizing meetings and recording meeting minutes
  • Highly professional demeanor
  • Experience using PeopleSoft system for ordering, and expense entry, is preferred
  • Senior administrative experience at a university or health care setting
     

Application Deadline:  May 25, 2017

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 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 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.

 

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