Division Program Support

Competition 2001

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

This position offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place 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 First Peoples 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 of Medicine

The University of Alberta is teaming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada's Greenest Employers for over a decade.

The Department of Medicine is the largest department in the Faculty of Medicine & Dentistry at the University of Alberta with over 250 academic faculty members and over 400 trainees (graduate students, postdoctoral fellows and residents). The Department of Medicine's core mission is to undertake outstanding education, research and high-quality clinical care to provide the best possible health outcomes for Albertans. We have 14 divisions that work collaboratively in a multi-disciplinary, multicultural and ethnically diverse collegial environment.

Position

The Department of Medicine’s Division Program Support area is dedicated to assist our 14 divisions, their faculty, staff and trainees with all general administrative duties within the department. The Department's Division Program Support area will be the first point of contact for faculty, staff and trainees within the Department and will be a highly functioning team consisting of up to 8 positions reporting to the Academic Divisional Administrative Lead in the Department of Medicine.

Duties

• Fields general inquiries for the divisions.
• Serves as a resource for routine and general inquiries and procedures. Routes them to the appropriate individuals.
• Performs general administrative duties on behalf of the Divisional faculty members as required.
• Maintains electronic files and filing systems.
• Troubleshoots photocopier and phone issues. Organizes service calls as required and maintains adequate levels of supplies for machines, including shredding services.
• Assists with routine travel arrangements including completion of travel claims for payment where required.
• Sorts and distributes mail, arranges mail slots for new staff, and schedules courier service as required.
• Manages calendar and arranges meetings for faculty members via Zoom, Google Meets or meeting rooms as required.
• Assists with data entry and ARO support, information to be provided by Faculty Members.
• Updates CV's and teaching dossier, information to be provided by Faculty Members.
• Creates and maintains Procedure Manuals.
• Provides cross coverage within the DPS Group and supports the Division Admin Support area as required.
• Provides support for promotional packages, periodic and 3rd year review as needed.
• Assists with minute taking, transcribing minutes, and creation of agendas as required.
• Creates and maintains call schedules and makes as needed changes to the Regional On Call Schedules.

Minimum Qualifications

• A high school diploma.
• A minimum of 2-3 years administrative experience in a clinical academic department.
• Excellent computer skills, including proficiency in use of Google Workspace.

Preferred Qualifications

• Willing to learn new university administrative systems, such as the Shared Services ticketing system, and adapt to change.
• Self-starter, problem solver, strong organizational skills, ability to get along with and assist fellow colleagues.