Administrative Support IV

Alberta Health Services; Calgary; Hybrid; CAD 59,000 - 72,000; Full time

Job summary

Alberta Health Services is seeking a highly organized Administrative Support IV to assist the Department of Family Medicine with physician recruitment and patient concerns management in a hybrid role.

You will coordinate interviews, prepare offers using approved templates, and maintain recruitment records while supporting privacy-compliant documentation and collaborating with physicians, leaders, and administrative teams.

Qualifications

• University degree in Business Administration or related field is required.
• Minimum 5 years of progressively responsible administrative support experience.
• Advanced proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).

Responsibilities

• Coordinate physician recruitment activities: post jobs, track applications, and coordinate interviews.
• Prepare offer letters using approved templates and maintain recruitment records.
• Support patient concerns management: case tracking, timeline monitoring, and document organization.
• Ensure confidentiality and privacy compliance in all records and communications.
• Assist with site coordination and hybrid work arrangements; support quality improvement initiatives.

Skills

Organizational skills

Communication skills

Time management

Discretion

Independent working

Education

University degree in Business Administration

Some post-secondary education

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Your Opportunity

Alberta Health Services is seeking a highly organized and detail-oriented Physician Support Assistant to support the Department of Family Medicine through administrative coordination of physician recruitment and patient concerns management. Reporting within a collaborative healthcare environment, the role works closely with Recruitment Specialists, Section Leads, physicians, privileging assistants, operational leaders, and administrative teams to ensure efficient departmental operations. Key responsibilities include supporting physician recruitment activities by posting job opportunities, tracking applications, coordinating interviews, preparing offer letters using approved templates, and maintaining accurate recruitment records, including reference checks, interview notes, evaluations, and confidential documentation. The position acts as a liaison among stakeholders throughout the recruitment process, helping facilitate physician workforce planning and successful candidate onboarding. The role provides administrative support for patient concerns management by assisting Site Leads and Section Leads with case tracking, timeline monitoring, document organization, meeting coordination, reviews, and follow-up activities. Responsibilities include preparing, formatting, and distributing correspondence related to patient concerns, maintaining confidential records, and ensuring compliance with privacy legislation and organizational policies. The position supports quality improvement initiatives that enhance patient care and service delivery across the department. This position operates in a hybrid work requiring a minimum onsite presence of 3 days per week.

Description

As an Administrative Support IV, you will require advanced administrative or specialized skills and knowledge to support complex procedures, practices and initiatives within a department or program. Classification: Administrative Support IV Union: AUPE GSS Unit and Program: Family Medicine, Medical Affairs Primary Location: Sheldon M Chumir Health Centre Location Details: Eligible to work hybrid (on/off site) within Alberta Multi-Site: Not Applicable FTE: 1.00 Posting End Date: 28-SEP-2026 Employee Class: Regular Full Time Date Available: 08-OCT-2026 Hours per Shift: 7.75 Length of Shift in weeks: 2 Shifts per cycle: 10 Shift Pattern: Days Days Off: Saturday/Sunday Minimum Salary: $28.49 Maximum Salary: $34.62 Vehicle Requirement: Not Applicable

Required Qualifications

• Some post-secondary education.

Additional Required Qualifications

• University degree in Business Administration, Health Administration, Office Administration, Healthcare Management, or a related field. Minimum 5 years of progressively responsible administrative support experience in a complex professional environment. Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Experience coordinating meetings, managing calendars, and supporting multiple stakeholders with competing priorities. Strong organizational skills with demonstrated attention to detail and accuracy. Excellent written and verbal communication skills. Ability to manage confidential and sensitive information with professionalism and discretion. Strong time-management, problem-solving, and interpersonal skills. Ability to work independently while maintaining effective working relationships with physicians, leaders, and team members. The successful candidate must demonstrate strong organizational, communication, and coordination skills, attention to detail, discretion in handling sensitive information, and the ability to manage multiple priorities in a fast-paced environment. The role operates in a hybrid work setting and requires a minimum onsite presence of three days per week. The Physician Support Assistant also performs ad hoc administrative duties assigned by the Recruitment Specialist or Department of Medicine management as needed.

Preferred Qualifications

• Experience working within large healthcare organization.
• Knowledge of physician privileging and recruitment processes.
• Familiarity with patient concerns management processes within a healthcare setting.
• Knowledge of records and information management principles and retention requirements.
• Understanding of privacy legislation, including the Health Information Act and Freedom of Information and Protection of Privacy Act.