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Administrative Assistant, Snyder Institute for Chronic Diseases, Cumming School of Medicine

Job ID: 13632

Updated: August 11, 2017

Location: Foothills Campus

Position Overview

The Snyder Institute for Chronic Diseases in the Cumming School of Medicine invites applications for a Administrative Assistant. This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.

The Administrative assistant will provide administrative support to the Director of the Snyder Institute and the Program & Business Director for Infections, Inflammation & Chronic Disease (IICD)/Western Canadian Microbiome Centre (WCMC).

This position will work with high profile donors, Institute and strategy members, students, stakeholders and university leadership. This position must demonstrate professionalism, discretion, courtesy and respect in all interactions with internal and external clients creating a positive image for the institute and strategy.

The Administrative Assistant will report directly to the Program & Business Director, IICD/WCMC.

 

Position Description

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

  • Administrative Support
    • First point of contact (office, phone, email, etc) for the Snyder Institute, IICD and WCMC and their members, screens requests and provides information and guidance to staff and general public, demonstrating discretion and good judgment in dealing with sensitive issues
    • Responsible for assisting the Director(s) with preparing, editing and proofreading of routine correspondence, administrative and teaching materials, grant proposals, manuscripts, report, mail and other related documents
    • Review, tracks and organizes incoming/outgoing correspondence to identify priority items, and respond to requests in a timely manner
    • Develops and maintains strong relationships with internal and external stakeholders in a courteous and professional manner to facilitate the achievements of the Snyder Institute, IICD and WCMC goals and objectives
    • May be required to take notes and transcribes minutes for the Director(s)
    • Deals with multiple, shifting priorities and ensures that deadlines and commitments are kept
    • Deals with requests for information efficiently, demonstrating strong judgment and discretion on confidential basis
    • Responsible for the itineraries, coordinating and making travel arrangements, arranging meetings and gathering all relevant information for the Director(s)
  • Calendar/Scheduling
    • Manages, organizes and coordinates day-to-day work routine to the Director(s), including scheduling all meetings and appointments with academic and non-academic staff and within the business community using MS Outlook calendar program, screens meeting request, redirects request where appropriate and prioritizes meetings. This includes room bookings
    • Prepares meeting packages for the Director(s) ensuring background related materials are available
    • Communicates extensively with other offices/key stakeholders to request information, materials, room bookings and scheduling for the Director(s)
    • Creates and implements multiple schedules for reoccurring meetings, event, seminar and conferences for the Director(s)
  • Administrative Duties
    • Responsible for ensuring that administrative equipment such as but not limited to the photocopier being functional and for ordering and maintaining administrative office supplies for the Director(s)
  • Records and File Management
    • Establish and maintain working files for the Director(s) where required and ensures immediate reports to manager of activities and progress of work
    • 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:

  • Post Secondary education
  • 2 years of relevant experience in administrative assistance
  • Experience working in a fast-paced environment with constantly shifting priorities and ability to multi-task
  • Ability to plan, organize, coordinate and perform work with minimal direction
  • Demonstrated strong but thoughtful communication skills with ability to provide accurate information
  • Intermediate skills in Microsoft Word, PowerPoint, Excel and Outlook Calendar
  • Ability to operate and maintain various office equipment
  • Demonstrated ability to work independently and within a team setting
  • Knowledge of university core administrative systems
  • Previous experience dealing with university and/or community leaders is an asset
  • Ability to work independently with minimal supervision, as well as in a team setting
  • Must be open to learning and development, and be willing to accept new challenges and assignments
     

Application Deadline:  August 18, 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 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 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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