Administrative Assistant, Administrative Services - Calgary, Canada - The University of Calgary

The University of Calgary

Verified Company

Calgary, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position Overview
The
Cumming School of Medicine is currently seeking a Full-time Regular
Administrative Assistant.

Reporting to the Manager, Administrative Services, Cumming School of Medicine and working closely with other staff members in the Administrative Support Services Team, this position will provide support to the faculty member(s) of Medicine in the areas of research, clinical or a combination of both research and clinical activities.

There is potential for this position to float between offices at Faculty(s)/Administrative Department(s) locations, ensuring visibility and accessibility to clients.

Most work is conducted during business hours, though some availability outside of work hours for consultation is probable.

As an Administrative Assistant you will handle constant, multiple, conflicting and shifting priorities while working within the framework of the University of Calgary policies and procedures, as well as regulations of the College of Physicians and Surgeons of Alberta and Alberta College of Family Physicians.

While providing the exceptional customer service and administrative skills, you will often be called upon to exercise judgment within these established guidelines.

These roles offer a challenging working environment with high clinical volumes and variety of work with constant interruptions supporting a faculty(s) member within the Cumming School of Medicine.

Position Description

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

Organize and coordinate all activities related to the faculty members administrative, research, teaching and clinical requirements
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
Accountable for keeping computer skills and personal development uptodate; adding to skills and knowledge through courses that may be available through the University of Calgary, Continuing Education Faculty
Draft routine correspondence and type, edit and proofread general correspondence, administrative and teaching material, grant proposals, manuscripts, annual report, and other related documents from handwritten/typed drafts or Dictaphone, 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
Clinical activities may include assisting patients by booking appointments, lab tests and referrals, requiring awareness of waiting lists and booking procedures of facilities and clinics and methods of expediting appointments, of medical tests and procedures to answer patient inquiries and to liaise between medical staff, patients and their families and of billing procedures in order to answer questions from the University of Calgary billing staff and private and public insurers

Qualifications / Requirements:

Minimum Grade 12 diploma supplemented with 24 years working experience with significant administrative experience
Strong written and verbal communication skills are a necessity
Proven ability to work independently
Strong interpersonal and highly developed organizational skills
The ability to multitask and effectively work with all employee groups, dealing with tact and diplomacy in all situations
Previous experience in a medical/clinical setting, as well as medical terminology would be an asset
High level of understanding and capability of office administrative practices
Ability to retain knowledge of a variety of informational resources and requirements
Intermediate to expert user of the technical systems; including Microsoft Office Suite, PeopleSoft and web navigation
Experience with electronic medical records in clinical positions would be an asset
Understanding of University environment would be an asset

Application Deadline:
April 21, 2023

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 visit
Careers in the Cumming School of Medicine
The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

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 f