Administrative Assistant

Competition 1183

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position is a part of the Non-Academic Staff Association (NASA).

This position has an end date of July 31, 2025, and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - Work primarily takes place at North Campus, Edmonton. This role is in-person.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Department

The Department of Critical Care is committed to providing excellence in patient care, research and education. The Department is integrated with the Department of Critical Care Medicine, Edmonton Zone, of Alberta Health Services and supported by a provincial critical care information system, eCritical. The Department consists of 6 primarily appointed and 3 cross-appointed full-time Faculty and 39 clinical Faculty.

Position 

This position will be responsible to the Academic Department Manager. This position supports the Department's Fellowship Program, and Undergraduate Medical Education activities as well as support for Department events and general office activities. In all facets of this role, this position endeavors to integrate and advance the University's commitment to equity, diversity and inclusion. This position understands, fulfills, and promotes the health, safety and environment responsibilities identified in university policy.

Duties 

Program Administration:

• Primary administrative contact and resource for the Fellowship Program, addressing fellows and faculty inquiries and concerns, as well as forwarding information and responding to inquiries from the governing bodies, various agencies, cultural attaches, other universities and medical colleges both nationally and internationally;
• Completes all paperwork/form submissions for the Fellowship Program;
• Enters Fellows medical billings into Clinic Aid;
• Maintains Fellows' medical billing records for the Fellowship Programs;
• Supports the undergraduate program and students;
• Maintains confidential and complete fellowship files via an electronic-based system;
• Responsible for creating and/or maintaining the program's repository for information for fellows (ie. Google site or manual);
• Develops and maintains Fellowship Program administrator desk manual;
• Dissemination of communications to Med School students, fellows and faculty, such as memos, notices, emails, and letters;
• Maintains policy documents as they relate to Fellowship training; 

Document/Materials Development:

• Performs word processing and data entry for the Department;
• Prepares and types letters, emails and other related correspondence;
• Responds to routine correspondence independently and drafts complex correspondence for review;
• Creates and maintains efficient databases and filing systems.      

Minimum Qualifications

• Grade 12 supplemented by coursework in office or business administration and computer training; equivalent combinations of education and experience will be considered
• Demonstrated excellent communication (verbal and written) and interpersonal skills
• Demonstrated ability to take initiative, adapt, problem-solve, and prioritize directions from multiple sources
• Demonstrated excellent organizational skills with strong attention to detail and a high level of accuracy along with adherence to deadlines
• Computer proficiency using MS Office applications (Word, Excel, Access, Outlook and PowerPoint), Google platforms (Gmail, Calendar, Sites, Docs and Drive), internet search engines, and other software applications
• Understanding of University of Alberta policies and procedures
• Demonstrated ability to perform independently or in a team environment
• Good customer service  

Preferred Qualifications

• Prior experience working in Medical Education, especially fellowships, is an asset
• Prior experience with medical billing software, such as Clinic Aid, an asset
• Knowledge of PeopleSoft is an asset
• Experience with One45 would be an asset