Research Administrative Assistant - Anesthesiology & Pain Medicine

Competition 1395

This competition is restricted to internal applicants of the University of Alberta. Please login to verify your internal candidate status.

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

This position has a term length of one year plus a day and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - This role is hybrid with a mix of remote and in-person at North Campus, Edmonton.

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 Anesthesiology and Pain Medicine is committed to excellence in clinical care, exemplary postgraduate education in anesthesiology, perioperative and pain medicine; and the discovery and dissemination of new knowledge in both basic science and clinical/translational research. 

Position 

The successful candidate will provide administrative support by coordinating administrative and research functions for the MS Centre.

Duties 

Administrative

• Responsible for ensuring that all of the initiatives are met by maintaining a comprehensive calendar, managing phone calls and inquiries, arranging meetings, and appointments, monitors granting deadlines and target dates for grant submissions and reporting.
• Generate correspondence for signature or transcribe correspondence, and ensure all attachments are in order.
• Transcribe notes into the appropriate format for peer reviews, manuscripts, and book chapters; maintain files.
• Assist with the creation of paper and computerized filing systems and maintain both systems.
• Arrange MS Centre meetings, record meeting minutes, prepare documentation, and distribute agendas.

Accounting

• Maintains and reconciles research and grant accounts, identifying and correcting discrepancies and communicating with PI, RSO, and co-investigators. Files APJV transfers and handles Over Expenditures in a timely fashion.
• Ensure purchases and future spending are within the guidelines and balances, end-dates.

Research Support

• Assists with research grant development.
• Runs the UAlberta MS Centre as its Administrator - develops annual Symposium (100-150 attendees, poster session, Q&A Panel), Organizes monthly neuroinflammation rounds with Alberta MS Network, organizes regular MS Centre meetings, maintenance of the MS Centre website, updated brochure, media relations, finding donors.
• Takes minutes for important meetings (internal reviews, MS Centre meetings, etc.).

Minimum Qualifications

• High School Diploma supplemented by post-secondary training/coursework in a medical office specialization, including medical terminology/transcription training or demonstrated competency.
• 2-3 years of previous experience in an administrative role, preferably supporting research grant writing and reconciling accounts.
• Computer proficiency in Windows using MS Office (Word, Excel, PowerPoint) and Google Applications.
• Proficiency in understanding and using basic mathematical concepts and functions.
• Strong organizational and communication skills (oral and written).
• Fast and accurate typing speed with a high level of accuracy and attention to detail.

Preferred Qualifications

• Undergraduate degree preferred.
• Training or equivalent experience in medical office procedures, and medical terminology preferred.
• EMR and PeopleSoft experience would be an asset.