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Administrative Assistant, Clinical Research Unit, Cumming School of Medicine

Job ID: 17252

Updated: January 9, 2019

Location: Foothills Campus

Position Overview

The Clinical Research Unit in the Cumming School of Medicine invites applications for an Administrative Assistant.  This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.

Reports to the Manager, Project Services. 

Position Description

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

  • Prepare, edit, and proofread documents
  • Organize and distribute incoming mail and other materials to coordinate the flow of information internally and externally to the department
  • Arrange meetings, including scheduling, providing agendas, meeting notes, and following up on action items for the CRU team
  • Order office supplies and maintain inventory using appropriate software as required (eg. PeopleSoft)
  • Answer in person, phone, and electronic inquiries
  • Greet visitors and direct to appropriate person where necessary
  • Arrange travel schedules and make reservations
  • Organize events by arranging locations, ordering supplies, providing agendas, and answering inquiries
  • Deal with shifting priorities ensuring 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 and teaching material and other related documents from handwritten/typed drafts using various computer software programs
  • Schedule appointments, meetings, seminars, conferences, teaching which may require room bookings, setting up food requirements, preparing agendas, taking and transcribing minutes, preparing and distributing notices
  • Prepare slide presentations and posters utilizing the applicable MS Office Product
  • Help coordinate travel arrangements and possibly assist in coordinating conferences, including arrangements for transportation, accommodation, preparation of itineraries, dealing with the travel agency/hotel, completing all necessary forms and requisitions
  • Manage and direct all phone calls on a daily basis
  • Provide effective and professional assistance to visitors, faculty and staff inquiries in a courteous, timely and professional manner, demonstrating friendly, complete, competent customer service and support at all times in all situations
  • Prepare and receive courier packages, collect and distribute mail, taking necessary action to respond to correspondence when appropriate
  • Enter information into PeopleSoft E-Fin regarding cheque requisitions, travel claims/advances, purchase orders
  • Invoice creation, follow-up and documentation
  • Maintain up-to-date filing system and archiving of files as required
  • Use and provide simple maintenance of fax, scanner and photocopier, and in some cases preparation of fax and photocopier charges

Qualifications / Requirements:

  • Post Secondary Certificate/Diploma/Degree
  • High school diploma required, some post secondary education preferred
  • Minimum 2 years of related administrative experience
  • A combination of education and experience will be considered
  • Strong written and verbal communication skills are a necessity
  • Immediate to advanced skills in Microsoft Office Suite
  • Internet skills are a must
  • Advanced technical skills are an asset
  • The ability to multi-task and effectively work with all employee groups, dealing with tact and diplomacy in all situations
  • High level of understanding and capability of office administrative practices
  • Ability to retain knowledge of a variety of informational resources and requirements
  • Fully proficient interpersonal and organizational skills
  • Demonstrate strong analytical skills
  • Ability to operate and maintain various office equipment

Application Deadline:  January 28, 2019

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 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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