Administrative Assistant, Academics, Family Medicine

Description

The Department of Family Medicine in the Cumming School of Medicine invites applications for an Administrative Assistant, Academics. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.

This position reports to the Manager, Business Operations.

The Administrative Assistant, Academics is responsible for providing administrative support in the Academic Portfolio to faculty researchers and educators in Family Medicine.

There are periods of high volume with strict deadlines, such as coordinating academic administrative support, developing and refining processes and documentation as required. It involves a high-paced environment requiring professional communication in person, by phone, and email.

Summary of Key Responsibilities

1. Provide operational support including drafting, preparing, and reviewing documents, planning meetings, developing policies, information management, and HR support.
2. Ensure confidentiality of sensitive information.
3. Manage shifting priorities and meet deadlines professionally and accurately.
4. Apply time management strategies effectively.
5. Share resources ensuring access to timely information.
6. Proactively address issues promptly and effectively.
7. Liaise courteously with internal and external contacts.
8. Maintain and expand computer skills and participate in personal development.
9. Collaborate with team members to provide support as needed.
10. Assess, prioritize, and coordinate daily schedules and maintain calendars for faculty.
11. Schedule meetings and events, including room bookings and catering, prepare agendas, and take minutes.
12. Draft and maintain business documents, reports, and presentations.
13. Assist with grant applications, tracking timelines, and collecting documents.
14. Assist in preparing presentations and posters.
15. Develop communication materials like newsletters and advertisements.
16. Make travel arrangements and handle related documentation.

Qualifications / Requirements

1. Post-secondary education in office management or administration.
2. At least 5 years of administrative experience with increasing responsibilities.
3. Undergraduate degree or business administration diploma preferred.
4. Experience supporting senior leaders, preferably in healthcare or academia.
5. Problem-solving skills in complex situations.
6. Excellent communication, teamwork, and customer service skills.
7. Judgment within established guidelines.
8. Willingness to learn and accept new challenges.
9. Positive attitude, ability to work independently and in a team.
10. Advanced skills in Microsoft Office Suite; experience with Peoplsoft is an asset.
11. Experience with expense submission and financial transactions.

Application Deadline:

May 2, 2025

We thank all applicants in advance; only those selected for further consideration will be contacted.