Your Opportunity:

Together with patient and family advisors, operational and physician leaders, frontline teams and working partners from acute and ambulatory care, the Neuroscience, Stroke and Rehabilitation (NSR) Provincial Program, through an evidence-based lens, aims to: improve patient outcomes, improve patient and provider experience, improve health system sustainability and efficiency. The Assistant to the NSR Program provides comprehensive administrative support to the NSR Program and reports directly to the Senior Program Lead (SPL). This position assists in the management of correspondence, documents, data collection; maintains appointment calendar, coordinates and schedules meetings, prepares meeting packages and takes and distributes minutes; processes invoices, expense claims, time entry, and assists with IT issues. This position is responsible for supporting and organizing several related activities to ensure the goals and objectives of the team are accomplished. The incumbent will be required to provide a high standard of interpersonal communication and must demonstrate confidentiality, flexibility, and initiative working with members of the NSR Program and Acute Care Alberta Leadership Team. The incumbent will achieve the goals and objectives of the portfolio and assist in managing a wide range of sensitive and complex issues. This position provides complete administrative support to the NSR Program Office by:

• Researching information and composing correspondence for the SPL’s signature;
• Maintaining the SPL and shared NSR Program calendars, scheduling meetings and making travel arrangements;
• Monitoring budget and contract expenditures; Ensuring strong records and file management practices;
• Preparing presentations, reports & briefing notes under the direction of the SPL;

Description:

Daily duties include: Drafts correspondence for the NSR Program Leadership Team, and proof-reads prepared correspondence for accuracy, grammar and proper format. Reviews signed executive correspondence and forwards to the appropriate portfolio and/or department for action. Directs and guides departmental staff on form, accuracy and content of correspondence that requires executive signature. Reviews, tracks and organizes incoming/outgoing correspondence to identify priority items, and responds to requests/complaints. Assigns, reviews, revises, tracks and follows up on Action Requests from other executive or equivalent’s offices. Research information from a variety of sources in order to respond to Action Requests. Brings unique items to the attention of the SPL, ensuring confidentiality and discretion is maintained, as required. Coordinates activities related to the SPL and NSR Program schedules; screens meeting requests, redirects requests where appropriate; and prioritizes meetings. Prepares meeting packages for the SPL and working groups, ensuring background related material is available, prepares and circulates meeting agendas and minutes. Maintains a “bring-forward” database for assignments, meetings, action requests and projects to ensure timelines are met. Monitors budgets. Reviews financial reports, invoices and approval forms for completeness, accuracy and appropriate signatures. Prepares expense claims and ensures governing financial policies and procedures are adhered to. Monitors contract expenditures to ensure they are within the scope of the contract and in accordance with financial policies and procedures. Processes payments related to procurement card expenditures and supply purchases.

Required Qualifications: A minimum of a high school completion plus five years progressively responsible related experience is required. AHS systems and processes and applicable provincial legislation, policies, and processes Excellent written and oral communication skills with an ability to build positive working relationships with others across the province.

Additional Required Qualifications: As Required.

Preferred Qualifications: A diploma in business administration is preferred.

Please note:

All postings close at 23:59 MT of the posting end date indicated.

Security Screening:

A satisfactory criminal record check and/or Vulnerable Sector Search is required prior to your first day of work. Additionally, all employees have an ongoing duty to disclose any charges or convictions that may occur during their employment with AHS.