Administrative Assistant, Surgery

University of Calgary; Calgary; Presencial; CAD 42.000 - 62.000; Jornada completa

Descripción de la vacante

The University of Calgary invites applications for an Administrative Assistant in the Department of Surgery, within the Cumming School of Medicine. This full-time fixed-term position is for approximately one year, with potential extension based on grant funding, reporting to the Department Head.

The role supports OSR and OSQ activities, handles correspondence, meetings, travel, data organization, and office logistics, while maintaining professional relationships with staff, investigators, and

Formación

• Post-secondary credential required.
• At least 2 years related administrative experience.
• Combination of education and experience will be considered.
• Proficiency in MS Office and strong communication skills.

Responsabilidades

• Prepare, edit, and proofread correspondence and reports.
• Organize mail and coordinate information flow.
• Arrange meetings with agendas and notes; follow up on action items.
• Order office supplies and manage inventory (e.g., PeopleSoft).
• Answer inquiries in person, by phone, and email; greet visitors.
• Manage travel, events, and data for research activities.

Conocimientos

Interpersonal skills

Organizational skills

Analytical skills

Communication

Customer service

Educación

Post secondary credential

Herramientas

Microsoft Office

PeopleSoft

Photocopier & fax

Descripción del empleo

Description

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

This position reports to the Department Head.

The Administrative Assistant will carry out administrative tasks associated to the research and quality improvement project(s) as carried out within the Office of Surgical research (OSR) and Office of Surgical Quality (OSQ) within the Department of Surgery.

Summary of Key Responsibilities

• Prepare, edit, and proofread correspondence, invoices, presentations, publications, reports, and related documents
• Organize and distribute incoming mail and other materials to coordinate the flow of information internally and externally to the department
• Arrange meetings, including scheduling, providing agendas, meeting notes, and following up on action items for Principal Investigator and research team
• Order office supplies and maintain inventory using appropriate software as required (eg. PeopleSoft)
• Answer in person, phone, and electronic inquiries
• Greet visitors and direct to appropriate person where necessary
• Arrange travel schedules and make reservations
• Organize events by arranging locations, ordering supplies, providing agendas, and answering inquiries
• Compile and organize data, statistics, and other information to support research activities
• Keep office and work area clean and safe
• Establishes and maintains effective, productive relationships with staff, peers, immediate supervisor and senior management and with the campus community
• Manages own time effectively and ensures immediate reports to manager is kept informed of activities, and progress of work
• Changes to procedures and practices to increase effectiveness and efficiency of work area

Qualifications / Requirements:

• Post Secondary Certificate/Diploma/Degree required
• Minimum 2 years of related administrative experience
• A combination of education and experience will be considered
• Immediate to advanced skills in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint), Internet skills
• Fully proficient interpersonal and organizational skills
• Demonstrate strong analytical skills
• Ability to operate and maintain various office equipment (eg. photocopier, fax machine)
• Demonstrated strong communication, team and customer service skills, and an ability to exercise judgment within established guidelines
• Must be open to learning and development, and be willing to accept new challenges and assignments
• A positive attitude and the ability to work independently and as part of a team are critical to success
• Knowledge of the University of Calgary processes and procedures is desirable

Application Deadline: November 9, 2026

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands‑on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start‑ups Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution‑wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit‑based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous‑based events and processes are impacting curriculum, programming and polices at the University of Calgary.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialised minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments and requests for accommodations can be sent to People & Culture.

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.