Administrative Assistant, Department Head

University of Calgary; Calgary; On-site; CAD 45,000 - 60,000; Full time

Job summary

The University of Calgary is seeking a Full-time Temporary Administrative Assistant for the Cumming School of Medicine. This role involves providing executive support to the Division/Department Head, managing multiple priorities, and ensuring compliance with university policies. The ideal candidate will have strong organizational and interpersonal skills, along with proficiency in Microsoft Office Suite. This fast-paced position requires exceptional customer service and the ability to handle confidential information discreetly.

Qualifications

• Previous experience in an Executive Assistant role preferred.
• Extensive experience with CIHR and NIH grants required.
• Knowledge of medical terminology and university systems is an asset.

Responsibilities

• Serve as the first point of contact for the Division/Department Head.
• Manage multiple priorities and meet deadlines.
• Plan and coordinate events, including venue booking and logistics.

Skills

Organizational Skills

Interpersonal Skills

Time Management

Communication

Education

Business Administration Certificate or Diploma

Tools

Microsoft Office Suite

PeopleSoft

Job description

Administrative Assistant, Department Head

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Description

The Administrative Services Department in the Cumming School of Medicine is currently seeking a Full-time Temporary Administrative Assistant for approximately 16 months.

Reporting to the Manager, Administrative Services Department, Cumming School of Medicine, and working closely with other staff members in the Administrative Support Services Team, this position will provide executive support to the Division/Department Head. There is potential for this position to float between offices at Faculty(s)/Administrative Department(s) locations, ensuring visibility and accessibility to clients. Most work is conducted during business hours, though some availability outside of work hours for consultation is probable.

The Administrative Assistant to the Division/Department Head is the primary administrative and resource contact for faculty members within the specified Division. The incumbent will handle multiple, shifting priorities while working within the framework of the University of Calgary policies, College of Physicians and Surgeons of Alberta regulations, and Alberta Health Services guidelines. Providing exceptional customer service and administrative skills, the role requires exercising judgment within these guidelines.

This is a fast-paced position, offering a challenging environment with high volumes of work, constant interruptions, and strict deadlines, including grant applications and annual reports.

Strong communication skills are essential for effective liaising with internal and external stakeholders in a tactful and professional manner.

Responsibilities include maintaining the division On-Call Schedule, managing stipend submissions, coordinating recruitment and assessments for faculty, and handling confidential information with discretion.

Summary of Key Responsibilities

• Serve as the first point of contact for the Division/Department Head and senior administrators, providing information and guidance, demonstrating discretion and good judgment.
• Organize and coordinate activities related to administrative, research, teaching, and clinical requirements.
• Draft routine correspondence, grant proposals, manuscripts, and other documents.
• Review and organize correspondence, identify priorities, and respond promptly.
• Develop and maintain relationships with stakeholders to facilitate goals.
• Take notes, transcribe minutes, and ensure follow-up on action items.
• Manage multiple priorities and meet deadlines.
• Handle requests for information confidentially and efficiently.
• Maintain and update the on-call schedule and process stipend submissions.
• Coordinate recruitment processes, including travel arrangements and candidate information.
• Assist with annual assessments and documentation for faculty.

Budget and Expenditure Monitoring

• Monitor budgets and research accounts, prepare reports, and process expenditures.
• Oversee Accounts Payable activities and maintain tracking systems.
• Review invoices, prepare expense claims, and process procurement payments.

Event Planning

• Plan and coordinate events, including venue booking, invitations, logistics, and budgets.

Calendar/Scheduling

• Manage the Division/Department Head's schedule, prioritize meetings, and prepare meeting materials.

Record and File Management

• Maintain confidential files and records, ensuring compliance with FOIP regulations.

Qualifications / Requirements:

• Completion of a business administration certificate or diploma, or equivalent experience.
• Previous experience in an Executive Assistant role preferred.
• Extensive experience with CIHR and NIH grants required.
• PeopleSoft experience required.
• Strong organizational, interpersonal, and time management skills.
• Proficiency in Microsoft Office Suite and online communication tools.
• Knowledge of medical terminology and university systems is an asset.

Application Deadline: May 20, 2025

We thank all applicants; only those selected for further steps will be contacted. This position is part of the AUPE bargaining unit, within the Operational/Administrative Job Family, Phase 3.

For more opportunities, visit the Management and Staff Careers website.

About The University Of Calgary

UCalgary is Canada's entrepreneurial university, known for research, innovation, and start-up creation. Founded in 1966, it offers an innovative learning environment to its 36,000 students. Learn more at ucalgary.ca.

The university is committed to Indigenous inclusion and diversity, supporting a culturally competent campus and equitable employment practices. We encourage applications from diverse groups, including women, Indigenous peoples, persons with disabilities, racialized minorities, and LGBTQ+ individuals. Accommodation is available during the recruitment process.