Executive Assistant

Competition 2555

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 Surgery

The Department of Surgery has 15 divisions and offers programs in undergraduate, graduate and postgraduate studies. The department also includes many other research groups who contribute to cutting edge advancement in areas such as transplantation, joint preservation and regeneration and surgical simulation technology. Founded in 1922, the department has been a leader in its field, striving to achieve a balance between technology and the human element that defines the art of surgery. The overarching mission of the department is to restore health through surgical intervention, and to remember that patient dignity and comfort are integral to overall health. Further information on the department can be found at www.ualberta/ca/surgery.

Position

Reporting to the Chair and the Academic Department Manager for the Department of Surgery, this position is responsible for ensuring the highly effective and efficient day to day operation of the Chair office. This involves the ability to overview the activities in the Office of the Chair and to be able to prioritize the tasks and schedule of the Chair. The Executive Assistant will assist the Chair with the faculty evaluation process, academic recruitment and appointment process, and will maintain confidential faculty files. In all activities, the Executive Assistant is expected to adhere to POPA and other University policies and procedures.

Duties

• Effectively organizes an extremely busy Chair of Surgery office.
• Provides administrative support to the Chair and ADM as well as various committees.
• Coordinates scheduling activities for the Chair’s various roles.
• Updates and edits the Chair’s Annual Report and Curriculum Vitae.
• Prepares and reviews confidential materials pertaining to Faculty annual reports and organizes materials for promotion.
• Coordination of the academic search and selection process.
• Assists in arranging various departmental events.
• Responsible for the organization of the Department of Surgery Grand Rounds.
• Participates in clinical academic reappointment process.

Qualifications

• High School Diploma supplemented by a Business Administration Diploma or Certificate.
• 2 years minimum relevant work experience, preferably in a post-secondary environment.
• Familiarity with University policies, procedures, and governance structures.
• Ability to act decisively and to exercise a high degree of initiative and judgement.
• Excellent interpersonal skills and the ability to work with multiple teams.
• Excellent verbal and written communication skills.
• Familiarity in working with confidential information.
• Advanced understanding and skills related to Microsoft Office, Google Suite, and Zoom is essential, along with the ability to quickly and proficiently learn new technological and computer programs.
• Previous experience working in a university clinical department is considered an asset.