Administrative Support V

Alberta Health Services; Calgary; Hybrid; CAD 43,000 - 52,000; Full time

Job summary

Alberta Health Services seeks an Administrative Assistant to provide advanced administrative support to the Department of Family Medicine in Calgary. You will manage complex calendars, draft correspondence, coordinate recruitment and contract processes, and facilitate meetings across internal and external stakeholders.

Reporting to department leadership, you will handle confidential information, support policy and process improvement initiatives, and act as a resource for administrative staff

Qualifications

• Post-secondary education in office or business administration is required.
• Experience providing senior administrative support and managing confidential information is required.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) is essential.

Responsibilities

• Provide advanced administrative and operational support to the Department of Family Medicine.
• Manage complex calendars, meetings, and schedules; coordinate recruitment and contract processes.
• Draft, edit and distribute departmental correspondence and communications; support meetings and minutes.

Skills

Executive support

Microsoft Office

Calendar management

Communication

Confidential information handling

Education

Post-secondary education in Office Administration

Post-secondary education in Business Administration

Tools

PeopleSoft

Visio

Electronic timekeeping systems

Job description

Your Opportunity

Reporting to the Zone Clinical Department Head, Zone Clinical Deputy Department Head, and Department Manager, the Administrative Assistant provides advanced administrative and operational support to the Department of Family Medicine. This role serves as a key contact for internal and external stakeholders and supports departmental leadership, physician recruitment, contract administration, committee operations, and strategic initiatives. The role supports process improvement initiatives, develops and maintains documentation, coordinates complex schedules, manages competing priorities, and facilitates communication across diverse stakeholders. Provide senior administrative support to the Department Head and Deputy Department Head. Manage complex calendars, meetings, schedules, and competing priorities. Draft, edit, and distribute correspondence and departmental communications. Support Executive Committee and departmental meetings by preparing agendas, coordinating guest speakers, arranging virtual meetings, and recording minutes. Maintain confidential records, files, databases, and documentation. Coordinate physician leadership recruitment and Section Chief/Site Lead contract processes, including monitoring contract end dates. Prepare and process recruitment documentation, including Briefing Notes, EVMFs, Impact Assessments and Taleo postings. Liaise with Medical Affairs and other stakeholders to facilitate recruitment and contract administration. Investigate inquiries, provide solutions, and redirect issues as appropriate. Participate in projects, process improvement initiatives, and policy development activities. Serve as a resource and informal leader for administrative staff across the department.

Description

As an Administrative Support V, 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 V Union: AUPE GSS Unit and Program: Family Medicine 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: 02-SEP-2026 Temporary Employee Class: Temp F/T Benefits Date Available: 14-SEP-2026 Temporary End Date: 24-AUG-2027 Hours per Shift: 7.75 Length of Shift in weeks: 2 Shifts per cycle: 10 Shift Pattern: Days Days Off: Saturday/Sunday Minimum Salary: $31.09 Maximum Salary: $37.81 Vehicle Requirement: Not Applicable

Required Qualifications

• Completion of post-secondary education (e.g. certificate in office or business administration).

Additional Required Qualifications

• Completion of post-secondary education in Office Administration, Business Administration, or a related field.
• Minimum five (5) years of progressively responsible senior administrative or executive support experience.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Demonstrated experience managing confidential information and supporting senior leaders.
• Excellent organizational, analytical, problem-solving, and time-management skills.
• Exceptional written and verbal communication skills.
• Ability to work independently, manage multiple priorities, and meet tight deadlines in a fast-paced environment.
• Demonstrated professionalism, discretion, tact, and diplomacy.
• Working independently with minimal supervision, the incumbent exercises sound judgment, diplomacy, and discretion while managing confidential information.
• A thorough understanding of departmental operations, AHS policies, Medical Staff Bylaws and Rules, and business practices is required.
• The position routinely handles sensitive information related to physician recruitment, leadership matters, performance concerns, and departmental operations.
• Professionalism, confidentiality, and strong organizational skills are essential.
• Regular on-site attendance is required, with availability to work on-site more than three days per week.

Preferred Qualifications

• University degree preferred.
• Experience within Alberta Health Services, a healthcare environment, or an academic health center.
• Experience supporting physician leaders, medical staff recruitment, or contract administration.
• Knowledge of AHS Medical Staff Bylaws, physician recruitment processes, and healthcare governance structures.
• Experience with PeopleSoft, Visio, and electronic timekeeping systems.
• Experience providing leadership, coaching, or mentorship to administrative staff.