Executive Assistant

Competition 2268

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

This position offers a comprehensive benefits package.

Location - This role is 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 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 Critical Care Medicine

We are dedicated to delivering exceptional patient care, impactful research, and comprehensive critical care education. Our faculty, renowned for their expertise, provide training and conduct research in various critical care units (ICU) across the Edmonton area.  Our Department Chair, Dr. Sean Bagshaw, is a Clinician Scientist and Associate Professor. His research focuses on acute kidney injury, vulnerable populations (i.e, elderly, frail), ICU organization and capacity.

Working for the Department of Anesthesiology & Pain Medicine

The Department of Anesthesiology & Pain Medicine in the Faculty of Medicine & Dentistry at the University of Alberta is dedicated to leading the advancement of the disciplines of anesthesiology and pain management through the delivery of exemplary clinical care, teaching, and research.

A community-based team of more than 200 department members - composed of anesthesiologists, scientists, educators, and allied health professionals - provides services to six Edmonton hospitals and the people of northern and western Alberta.  Department Chair, Dr. Derek Dillane, is an active Clinician, Professor, and Director of the fellowship program in Peri-operative Ultrasound. His clinical research interests involve the use of ultrasound in regional anaesthesia with a particular focus on education and training techniques.

Working as an Executive Assistant

If you are an experienced and professional Executive Assistant who is interested in working within the heart of healthcare and medical education, we want to hear from you. 

The Executive Assistant (EA) works with a passion and drive to proactively and efficiently manage the calendars of two Department Chairs, who are active physicians, scientists, and professors. The EA has an understanding of the demands of these roles and has a sight line on all the tasks required to support academic leadership. The ideal candidate will thrive with a robust and prioritized to-do list. Superior interpersonal and communication skills successfully navigate and maintain internal and external stakeholder relationships within the University and Alberta Health Services. The EA will take pride in the importance of the role they play in supporting physician education, acting with care and confidentiality.

Duties 

Department Chair Support

• Manage the Department Chair’s calendar
• Arrange travel and accommodation for the Chair and any visiting speakers
• Review and prioritize incoming correspondence for the Chair’s review/signature, and respond to general inquiries
• Schedules Department GFT and other academic meetings, including preparing agendas and minutes for review with the Chair ADM.
• Input Chair’s information for MOCOMP credits for the year
• Update Chair’s CV and Common CV
• Compose confidential and other correspondence
• Create, modify, and maintain an efficient electronic filing system for the Chair’s office and confidential academic and department files
• Complete expense reports and reconcile the chair’s P-card

Department Events

• Write Visiting Speaker applications, including grants if applicable, for review and signature of the Chair
• Organize Guest Lecture events

Clinical Academic Colleagues

• Prepare clinical academic colleague and adjunct letters for new and existing staff as required
• Prepare documents for clinical academic colleague promotions for the Chair’s review
• Submit CAC applications for new appointments, renewed appointments and promotions

Faculty Evaluation Committee

• Coordinate with ADM confidential materials relating to the annual reporting process of academic staff, reports for the Faculty Evaluation Committee review, and materials for promotion and tenure (ensuring all deadlines are met).
• Prepares merit recommendation letters and uploads to FAR
• Review the academic annual reports for missing details and backup
• Ensure completion of the annual conflict report by all academic staff

Qualifications

• Business/Administration Diploma
• At least 3-5 years of administrative experience
• Proficiency in Microsoft Suite & Google Suite
• Previous experience in a post-secondary environment
• Strong organizational and administrative management skills
• Attention to detail and organization
• Strong composition and proofreading skills
• Excellent interpersonal and communication skills
• Able to problem-solve
• Effective working independently or cooperatively as a team member
• Adaptability to a changing environment, flexibility to accommodate varying workday demands
• High level of tact and discretion; maintain and ensure absolute confidentiality
• Proficient with the University of Alberta’s policies and procedures
• Experience with eTrac and PeopleSoft expense and travel claims
• Experience with SharePoint