Administrative Assistant - Grande Prairie

University of Alberta; Edmonton; On-site; CAD 55,000 - 76,000; Full time

Job summary

The University of Alberta seeks an Administrative Assistant for its Northern Alberta Medical Program in Grande Prairie. This full-time position involves supporting educators, coordinating administrative tasks, and managing research activities to enhance educational delivery. An inclusive environment and a comprehensive benefits package are offered.

Benefits

Comprehensive benefits package

Qualifications

• 3+ years of administrative experience preferred in a medical or academic setting.
• Experience in event planning and medical terminology is considered an asset.

Responsibilities

• Coordinate recruitment and onboarding of educators and support scheduling.
• Provide general administrative support to the Northern Alberta Medical Program.
• Assist with research milestones and manage student travel awards.

Skills

Professional written and oral communication skills

Strong multi-tasking skills

Adept time management and organizational skills

Ability to work independently and in a team environment

Education

Post-Secondary Degree in Education or Business Administration

Tools

MS Word

Excel

PowerPoint

Google Calendar

Google Apps

Job description

Join to apply for the Administrative Assistant - Grande Prairie role at University of Alberta

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Join to apply for the Administrative Assistant - Grande Prairie role at University of Alberta

University of Alberta

Competition 2353

Department

Northern Alberta Medical Program

Salary range

$55,522.89 to $75,410.03

37.5

Grade

8

Position Type

Full Time - Trust Funded

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 the Northwestern Polytechnic Health Education Centre Campus in Grande Prairie.

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, Metis, Inuit and all FirstPeoples 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 Northern Alberta Medical Program

The Northern Alberta Medical Program (NAMP) offers medical students the unique opportunity to complete their education in Grande Prairie and communities across northern Alberta.

Students will gain hands-on experience in northern communities while earning their MD from the University of Alberta. NAMP is hosted by Northwestern Polytechnic (NWP) in Grande Prairie, AB. NWP and U of A will welcome the first cohort of medical students in Fall 2025.

Funded by the Government of Alberta, NAMP is part of a broad provincial strategy to improve healthcare in the North and address physician shortages in underserved areas.

Research shows that students who train in rural and regional settings are more likely to practice there after graduation. By educating future physicians in northern Alberta, NAMP aims to improve access to healthcare across the region.

Position Summary

Under the direction and supervision of the Medical Education Expansion Manager, the Teacher Support and Research Administrator is a member of the Faculty of Medicine & Dentistry, Northern Alberta Medical Program's administrative team. This position will work with both the Teacher Support Lead and Research Lead with NAMP as well as the relevant counterparts in Edmonton at the MD Program office.

This position is based in Grande Prairie at the Northwestern Polytechnic Health Education Centre, located in the Grande Prairie Regional Hospital.

Occasional flexibility in work hours may be required during peak periods of the academic year to meet operational needs

Duties

Teacher Support

• Map teaching needs annually across departments/divisions and consolidate teaching requests.
• Coordinate recruitment and onboarding of clinical/academic educators with appropriate appointments.
• Ensure educators receive required development, are recognized and remunerated.
• Collaborate with MD Program Office to align recruitment activities.
• Support instructor scheduling, notifications, and address conflicts.
• Provide teaching summaries to department heads and optimize educator payment processes.
• Confirm and communicate weekly instructor assignments and logistics.
• Resolve scheduling issues and support assessment activities (OSCEs, TBLs, exams).
• Ensure accurate and timely instructor payments; reconcile expenditures.
• Prepare for and attend course and committee meetings; take minutes.
• Coordinate AV/IT setup and ensure facilitator needs are met.
• Maintain electronic course files, room bookings, inventory, and provide backup front desk support.

Support for Scholarly Activity

• Assist Research Lead and students in meeting research milestones and objectives.
• Match students to faculty for research, coordinate interviews and focus groups.
• Support grant writing, manuscript editing, and creation of student research resources.
• Manage student travel awards and help develop research electives.

Organizational Support

• Provide general admin support to NAMP and MD Program team.
• Liaise with Indigenous Health Program and assist with NAMP committee logistics.
• Update documentation, webpages, and help invigilate exams as needed.

Minimum Qualifications

• Post-Secondary Degree in Education or Business Administration required; combination of education and/or experience will be considered.
• Professional written and oral communication skills.
• Ability to work in an ambiguous environment.
• Strong multi-tasking skills: should have the ability to be flexible and adaptable in a complex environment and possess strong problem-solving skills and decision-making within a larger team.
• Must be able to work independently and in a team environment.
• Possess adept time management and organizational skills, including the ability to prioritize and accurately complete tasks independently.
• Have excellent technical skills (computers and other office machines), including aptitude in MS Word, Excel, PowerPoint, Google calendar, Google sites, Google Apps and ability to learn new software platforms as necessary.

Preferred Qualifications

• 3 or more years of administrative experience in a medical and/or academic environment is an asset.
• Medical Terminology and the understanding of the basics of medical education are an asset.
• Event planning experience would be an asset with respect to prioritization of multiple tasks and being able to complete all of them prior to the deadline.

Review of applications will begin immediately and will continue until the position is filled.

To apply, please visit: https://apps.ualberta.ca/careers/posting/2353

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of inclusivity and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

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Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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