Department Faculty of Medicine & Dentistry - Medicine Dept

Salary range $50,837.16 to $68,637.60

Hours per week 35

Grade 7

Posted date September 16, 2025

Closing date September 25, 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.

This competition may be used to fill multiple positions.

Location - This role is hybrid with a mix of remote and in-person work 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 Medicine

The 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.

Position Summary

The Department of Medicine’s Division Administrative Support positions are dedicated to assisting our 14 Divisional Directors and the faculty, staff, and trainees within each of the 14 Divisions within the Department of Medicine. This position is key to supporting the Divisional director and ensuring the division is functioning efficiently and effectively. This position reports to the Academic Divisional Administrative Lead in the Department of Medicine.

Duties

Executive Support

• Assists the University Divisional Director (DD)/AHS Section Chief (SC).
• First point of contact for the DD/SC, division members, U of A support staff, and AHS colleagues.
• Manages and oversees the emails of the 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, admin, 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.
• 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 and orders supplies as needed.
• Ensures signage in the division is updated and clearly 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 performs 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, and 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.
• We are seeking highly skilled Administrative Professionals for this position. A certificate or diploma in Office Administration is required.

Preferred Qualifications

• Organization and time management skills.
• The 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 the use of Google Suite applications.
• Willing to learn new university administrative systems (shared services ticketing system) and adapt to change.
• Self-starter, problem-solver, strong organizational skills, ability to get along with and assist fellow colleagues.

Application Instructions:

Please upload your cover letter and resume as one file.

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 September 25, 2025, Edmonton, Alberta local time.