Executive Assistant

MED Medicine Department

Competition No. – S100644755

Posting Date – Apr 21, 2021

Closing Date – Apr 29, 2021

Position Type – Full Time – Grant Funded

Salary Range – $57,628 to $78,270 per year

Grade – 08

Hours – 40

This competition is open to all applicants however internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates.

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

The Executive Assistant (EA) provides administrative and secretarial support to the Department of Medicine Chair/AHS Clinical Department Head to ensure timely and efficient follow through of the directives of the Chair/ Alberta Health Service (AHS) Clinical Department Head and the duties of these positions. The EA plays a major and diplomatic role in the confidentiality of the Chair/AHS Clinical Department Head’s office and maintains excellent relationships with the offices of the Faculty of Medicine and Dentistry, other University Departments and Divisions, UA Administration, the University of Calgary Cumming School of Medicine , AHS Administration and Government, and works in a highly collegial and professional manner with internal and external physicians and support staff.

The successful candidates’s responsibilities include: effective administration of the office and daily routine of the Chair/AHS Clinical Department Head , by keeping the calendar up to date and conflict-free, organizing meetings for the Chair/AHS Clinical Department Head drafting meeting agendas, composing meeting minutes, preparing meeting documents, drafting briefing notes and reports, letters and all other communications to be sent out on behalf of the Chair/AHS Clinical Department Head , organizing travel for the Chair/AHS Clinical Department Head and setting up requests for reimbursement of work- and travel-related costs incurred by the Department of Medicine Chair/AHS Clinical Department Head , maintaining an orderly office, coordinating with other members of the Department Administrative team work related to special projects, serving as a resource to academic and support staff, residents and students, and outside agencies. Verbally briefing the Chair/AHS Clinical Department Head on all upcoming commitments, potential issues or problems arising, while ensuring the smooth operation of the Chair/AHS Clinical Department Head office.

The Department of Medicine is a complex enterprise with overlapping responsibilities to the UA, AHS Operations and AHS Medical Affairs with multiple funding sources, the most significant of which is Alberta Health’s provincial Academic Medicine and Health Services Program (AMHSP). The EA will require a strong working knowledge of the AHS organizations policies and procedure and have a clear understanding of the different branches within AHS to ensure the appropriate bodies are apprised accordingly. Members of the Department include full- and part-time academic physicians and staff, non-academic staff, AHS clinical staff, basic scientists, medical students, residents, and graduate students. Academic staff position descriptions involve teaching (clinical and non-clinical), research, clinical practice and administration. This environment creates a complexity of duties along with extensive personal interactions which impinge continuously on the EA.

Duties

Coordinate the Department of Medicine Chair/AHS Clinical Department Head’s Office

Organize the Chair/AHS Clinical Department Head’s office and provide day-to-day support for Chair /AHS Clinical Department Head activities that can change in an instant, monitor and coordinate the Chair/AHS Clinical Department Head’s calendar keeping in mind physical travel time and meeting locations, interact with individuals in person, by email and/or telephone.

Coordinate all meetings for the Chair/AHS Clinical Department Head

Draft and prepare meeting agendas, assemble meeting documents, send out meeting materials, set up the meeting room for teleconference and recording, as appropriate, take and prepare written meeting minutes, post and/or distribute meeting minutes as appropriate, prepare and follow-up on action items for Department of Medicine UA, AHS and combined Committees.

Prepare, organize and bring forward necessary documents for meetings the Chair/AHS Clinical Department Head attends in a timely fashion.

Maintain subject filing by computer and in physical (paper) form, as appropriate. Follow information privacy rules when filing and sending confidential materials. Dispose of materials no longer needed, including those in the Chair/AHS Clinical Department Head’s office, using confidential systems.

Update and maintain the Chair’s CV and annual report, as requested by the Dept. Chair.

Coordinate all travel arrangements for the Chair/AHS Clinical Department Head and for specific visitors as requested. This includes booking of flights, transport to- and from airport, accommodations and itinerary for meetings and conferences.

Communications

Type: Chair/AHS Clinical Department Head’s correspondence, meeting agendas and minutes, patient referral letters if required, research papers, special reports and reviews, applications for funding, as directed.

Organize materials needed to compose letters of support for nominations and awards often requested from the Chair/AHS Clinical Department Head

Help prepare drafts, format final versions and distribute as appropriate.

Liaise between the Chair/AHS Clinical Department Head and: Division Directions (14), Physician Site Chiefs at affiliated teaching hospitals, the Dean of the Faculty of Medicine and Dentistry, Vice-Deans and other members of the Dean’s administrative team, various University of Alberta administrative offices, AHS Zone Section Chiefs (14), AHS Zone Medical Director, Edmonton Zone and various other AHS administrative offices, the University of Calgary Cumming School of Medicine and Department of Medicine, the Ministry of Alberta Health, Associate Department Chairs for Research, Medical Education, Clinical and Faculty affairs, offices for Postgraduate, Undergraduate, Graduate programs, Career Development and Information Management Services etc.

Maintain files of: Chair/AHS Clinical Department Head’s academic and clinical administrative correspondence and Department subject matter.

Respond to telephone inquiries from Department of Medicine Senior Administrative Assistants, academic staff, Divisional Directors, affiliated hospital Physician Site Chiefs, Alberta Health Services, the Ministry of Alberta Health, University of Alberta Administrative offices, physician offices, support staff, residents, students, etc.

Preparation of Annual Activities

Organize all Division Directors’ appointments with the Chair/AHS Clinical Department Head to review full-time faculty annual reports in November, and schedule appointments for approximately 200 full-time faculty for their personal annual review with the Chair between August to mid-November.

Coordinate the Chair/Clinical Department Head component of the development of the Department of Medicine Annual Report Publication.

Support and work with the Academic HR Advisor, provide initial review of each AMHSP member’s Individual Services Agreement (ISA) in preparation for Chair/Clinical Department Head’s review and sign-off in late January to mid-February.

Qualifications

Bachelor Degree in Business; minimum two year diploma in office/business administration.

Minimum of 5 – 7 years’ progressive experience in post secondary environment; health care or government experience required.

Knowledge of UA and AHS Organization policies and procedure and organizations is very strongly preferred.

Experience in post-secondary medical administration or familiarity with the University of Alberta is considered an asset.

High level of accuracy and attention to detail.

Strong organization and multi-tasking abilities.

Computer proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and Goggle applications.

Strong command of English grammar and writing skills.

Social and interpersonal skills, including diplomacy and confidentiality.

Ability to maintain a highly professional and service-oriented approach.

Essentially an unsupervised position and must have initiative, energy and broad skills in communication.

How to Apply

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

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.