Division Admin Support

Job title:

Division Admin Support

Company

University of Alberta

Job description

DescriptionThis position is a part of the Non-Academic Staff Association (NASA).This position offers a comprehensive benefits package which can be viewed at: .Location – This role is hybrid with a mix of remote and in-person work at North Campus Edmonton.Working at the University of AlbertaThe University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples 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 more than 14,000 faculty and staff, over 40,000 students and 260,000 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. .Working for the Department of MedicineThe Department of Medicine is the largest department in the Faculty of Medicine & Dentistry at the University of Alberta with over 250 academic faculty members and over 400 trainees (graduate students, postdoctoral fellows and residents). The Department of Medicine’s core mission is to undertake outstanding education, research and high-quality clinical care to provide the best possible health outcomes for Albertans. We have 14 divisions that work collaboratively in a multi-disciplinary multicultural and ethnically diverse collegial environment.PositionThe Department of Medicine’s Division Administrative Support positions are dedicated to assist our 14 Divisional Directors and Section Chiefs including the faculty, staff, and trainees. This position is key to supporting and ensuring the division is functioning efficiently and effectively. This position reports to the Academic Divisional Administrative Lead in the Department of Medicine.DutiesExecutive support to the University Divisional Director (DD)/AHS Section Chief (SC)

• First point of contact for DD/SC, division members, U of A support staff, and AHS colleagues
• Manages and oversees the emails of DD/SC for the Division
• Assists with the divisional annual report with the DD/SC
• Assists the DD/division members with the content development for division events
• Issues and distributes absence notices for physicians, admins, etc.
• Assists the division with the reconciliation of the academic trust accounts
• Assists with travel arrangements and credit card reconciliations
• Coordinates and schedules meetings for the DD/Section Chief

Point of Contact

• Greets visitors and directs them to the appropriate department/individual
• Fields phone calls and emails and directs them to the appropriate department/individual
• Prepares packages for distribution to stakeholders or colleagues, orders supplies as needed
• Ensures signage in the division is updated and marked
• Troubleshoots issues with phones, printers, etc.
• Makes service calls for shredding, repairs, etc.

Clerical

• Manages records and filing systems for the division
• Prepares correspondence and routine communications, proofreads, and reformats documents, drafts letters for CAC applications, and other data entry as required
• Manages meeting requests and bookings, manages Google calendars, and books meeting rooms
• Transcribes or takes minutes for meetings, prepares meeting agendas, distributes materials
• Creates, distributes, and compiles data from surveys and other information requests
• Inputs the On Call schedules into the ROCA system and assists some divisions with schedule building
• Provides data entry support to the Divisional Director and physicians for the ARO
• Provides coverage for other divisional administrators as needed

Minimum Qualifications

• Minimum five years of administration experience in a clinical academic department
• A High School Diploma supplemented with postsecondary or equivalent training
• Excellent organizational and time management skills
• Ability to troubleshoot, problem-solve, and multitask in a fast-paced environment
• Experience with calendar management and data entry
• Excellent computer skills including proficiency in Google Suite applications
• Willing to learn new university administrative systems (such as the ticketing system) and adapt to change
• Self-starter and ability to get along with and assist fellow colleagues

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.The University of Alberta is committed to an equitable, diverse, and inclusive workforce. 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.Note: This opportunity will be available until midnight July 2, 2024, Edmonton, Alberta local time.

Expected salary

$47918.92 – 64697.48 per year

Location

Edmonton, AB

Job date

Wed, 19 Jun 2024 06:28:17 GMT

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