Department Faculty of Medicine & Dentistry - Family Medicine Dept

Salary range $50,837.16 to $68,637.60

Hours per week 35

Grade 7

Posted date

Closing date August 29, 2025

Position Type Full Time - Trust Funded

Description

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

Location - This role is in-person at North Campus Edmonton.

Working at the University of Alberta

The 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 over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 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. Learn more.

Working for the Department of Family Medicine

The University of Alberta Department of Family Medicine is a top school for Family Medicine in Canada. As a department, we are responsible for educational innovations and research that have been adopted across Canada and internationally. We are innovative and creative thinkers, producing high-quality work. We are a learning organization, constantly seeking to improve how we do what we do for our learners, patients, and communities.

Position Summary

The Research Program of the Department of Family Medicine promotes, supports, creates, and disseminates research knowledge and scholarly activity in the discipline of family medicine. It also aims to enhance the research skills of faculty members, residents, and students.

The Research Administrative Assistant provides administrative support to a busy Research Program office and the research activities of faculty members and researchers in the department.

Duties

Regular Responsibilities (75% of the Time)

• Provide administrative support for the Research Program, including answering the telephone, research office email, reception, word processing, scheduling meetings.
• Provide administrative support to research faculty members (arranging meetings, meeting agendas/minutes, word processing, room bookings, etc.).
• Maintain schedules of relevant conferences and associated deadlines and calls for proposals.
• Provide word processing support including typing and formatting curriculum vitae (faculty resumes), frequency tables, correspondence, etc.
• Proofread and format documents.
• Format literature reference citations.
• Produce graphics/posters and/or slide presentations for research purposes (e.g. graphs for publications, slides for conference presentations). This includes support for design and printing of posters.
• Assist department members with manuscript and technical typing related to research activities, including graphs, charts and color slide productions.
• Enter information into faculty member Annual Reports Online (AROs), as needed.
• Monthly tracking of faculty members publications (e.g. using PubMed, Google Scholar, etc.) for the collection of research metrics.
• Create and maintains spreadsheets and/or databases using Excel / Google Sheets.
• Send out surveys or information requests, as needed.
• Provide administrative support for meetings, as needed. Coordinate documents and agendas. Anticipate and prepare supporting materials. Record and distribute meeting minutes.
• Greet visitors to the office suite and route them to the appropriate area.
• Distribute incoming mail within the office and assist with the outgoing mail protocols. Schedule courier services, as required.
• In coordination with department communications, produce and send out email announcements for the Department of Family Medicine Research Forum and Research Development Rounds which are monthly research seminar series. The one-page announcement poster is produced using PowerPoint or Canva.
• Order office supplies using SupplyNet and provide invoice information to Research & Endowment Lead for reconciliation purposes.
• Incoordination with department communications, disseminate information for Associate Director, Co-Directors, faculty members and research staff.
• Coordinate communications with the Executive Assistant to the department Chair.
• Maintain the Xerox photocopier - troubleshoot photocopier issues; order photocopier supplies; organize service calls; load paper supply; change toner; as required.
• Book meeting rooms, arrange meetings and telephone/video conferences and assist with troubleshooting computer issues in the boardroom.
• Work with Surplus to ensure unused equipment is removed, or needed equipment is requested. Assist with sending equipment to surplus, as needed.
• Ensure appropriate office signage is clear and up-to-date for the department and all faculty/staff.
• Routinely monitor office space for maintenance issues. Submit and follow-up on maintenance requests.
• Work with central administration to consolidate the filing program to ensure easy and straightforward access to important documents. File Research Program documents and materials.
• Assist faculty members with entering expense claims, as needed.
• In coordination with the Executive Assistant to the Chair, update emergency contact lists, and update department directory.
• Update Research Program office key lists.
• Work with faculty and staff to organize special events (e.g. arranging travel, catering, booking facilities, and publicizing events), as needed.
• Assist with planning the annual Research Day. This includes: typing/formatting the itinerary; formatting abstracts; distributing announcement and related Research Day information; physical set up/take down for the event (e.g. putting up/removing research posters, arranging/clearing refreshment and lunch items on tables).
• Support basic office moves (rarely). Assist faculty members with moving their office location within the department if needed – e.g. packing items into boxes, disposal (e.g. shredding) of documents deemed to be not required, etc.).
• On a monthly basis, monitor the Department of Family Medicine website to ensure that the research information is up-to-date. This includes faculty, events, processes, etc. Submit any changes to communications.
• Other related duties as may be required.

Tracking and Collection of Research Metrics (25% of the Time)

• Work with department members to:
  • create and maintain a database of relevant metrics;
  • identify and share research metrics from elsewhere;
  • develop summary documents of key metrics; and
  • liaise with communications for sharing documents.
• Assist with collecting and formatting information for reporting of research metrics to government and other department stakeholders / partners, and the Research Annual Report, which includes:
  • extracting information (e.g. publications, presentations, funding, media and other outputs) from faculty Annual Reports Online (AROs) and other sources;
  • keeping a listing of presentations made at Family Medicine Research Forum, Research Development Rounds, Grand Rounds, conferences, etc.;
  • recording the titles of resident Practice Quality Improvement (PQI) projects;
  • tracking resident research and scholarly work.

Minimum Qualifications

• Minimum of 2 years of post-secondary education (Business administration diploma) required.
• 3 years of general administrative assistance experience in an academic setting.
• Superb computer skills in Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite (Google Forms, Google Sheets, Google Drive), Canva.
• Proficient using video conferencing Zoom, Google Meets, etc.
• Demonstrated experience with academic CVs and online Common CVs.
• Must demonstrate attention to detail.
• Must be a fast learner, self starter and problem solver.
• Excellent organizational, time management skills, communication and interpersonal skills.
• Willing to learn new computer software systems/platforms and adapt to change.

Preferred Qualifications

• University of Alberta administrative experience preferred.
• Knowledge of reference citation formatting preferred.
• Experience in an academic research setting preferred.
• Experience using SupplyNet preferred.
• Knowledge of health research and medical terminology preferred.

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.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of inclusivity and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. 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.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l'université à postuler.

Note: This opportunity will be available until midnight August 29, 2025, Edmonton, Alberta local time.