TheDiagnostic Services Unit in the Faculty of Veterinary Medicine is currently seeking a Full-time Limited Term Administrative Assistant, DSU for approximately 24 months.

Reporting to the DSU Manager, this position provides administrative support to the UCVM Diagnostic Services Unit (DSU), located at the Spyhill Campus.

Summary of Key Responsibilities (job functions include but are not limited to):

Administrative Support and Reception

• Screen and respond to inquiries regarding the DSU services from internal and external stakeholders taking any necessary and appropriate actions
• Provide excellent and professional customer service by phone, e-mail, or in-person, for example at the DSU Pathology Receiving Desk
• Receive DSU case submissions in a timely and professional manner
• Create and maintain accurate records (accessioning) of case materials (samples, animal tissues, cadavers) received into the DSU using a Laboratory Information Management System (LIMS)
• Interact with external clinics and testing labs as required, for example, to acquire missing information or inquire regarding availability of testing results
• Retrieve, distribute, and enter into the LIMS incoming test results from ancillary laboratories
• Maintain and archive DSU records / case information and update LIMS client data base records as required
• Perform general laboratory maintenance (e.g. ordering, stocking, archiving materials and records, cleaning, entering maintenance work requests into the university system etc.) as required
• Efficiently arranging meetings or seminar logistics, scheduling appointments, meetings, seminars, conferences and teaching which may require room bookings, catering, preparation of documents, minute-taking and distribution
• Assisting the Manager, Operations DSU with internal and external billing inquires. Inputting ancillary testing charges into appropriate cases in LIMS
• Travel arrangements for faculty and visiting lecturers, as well as assisting with conference coordination including: arrangements for transportation and accommodation; preparation of itineraries; applications for funding and submission of expense claims; liaising with travel agency/hotel/airline if related to DSU
• Processing PeopleSoft transactions on behalf of DSU, including travel and other expense claims, procurements (including reconciliation of purchasing card transactions) and non-employee expense/honorarium claims
• Preparing slide presentations and posters using PowerPoint, Adobe or other software as required
• Screening and responding to telephone, email and in-person inquiries from internal and external stakeholders in a professional manner, taking any necessary and appropriate action
• Preparing, shipping and receiving courier packages, collecting and distributing mail, taking necessary action to respond to correspondence when appropriate
• Procurement of supplies for the DSU
• Maintaining up-to-date filing system for DSU case records and other documents
• Utilizing office equipment and responding to any equipment malfunctions such as arranging repair of multi-function Xerox printer and other office equipment
• Assisting with communications at the Clinical Skills Building, including posting notices, circulating information as required and being aware of important faculty activities occurring at the Spyhill and Foothills campuses
• Providing support to the academic pathologists or veterinary specialists for entry of reports into VADDS as required

Qualifications / Requirements:

• At least 3 years of administrative experience with emphasis on administrative and organizational skills
• Must have at least 6 months of experience working in a veterinary laboratory environment that includes handling of animal tissues
• Post-secondary education in the area of administrative support is strongly desired
• Previous experience in an academic environment is preferred
• Previous customer service experience is preferred
• Previous experience with PeopleSoft expense and e-procurement modules is desirable
• Proven ability to work independently as well as managing conflicting priorities and demands
• Willingness and ability to acquire a knowledge and understanding of University, Faculty, and DSU policies, procedures, and systems
• Familiarity with basic anatomy, physiology, pathology and/or medical terminology is considered an asset
• Strong written and verbal communication skills
• Proficiency with Microsoft Office applications (Word, Excel, and PowerPoint), internet skills
• Web maintenance experience or the desire to learn is an asset
• High degree of organization with ability to multi-task and meet deadlines
• High degree of accuracy and attention to detail
• Ability to conduct business professionally, interact with various internal and external DSU stakeholders in a courteous, empathetic and professional manner, and work in an environment dealing with various confidential matters
• Proven ability to work collaboratively in a team environment