Research Administrative Assistant - Physical Medicine & Rehabilitation (PM&R)

The Research Administrative Assistant, Physical Medicine and Rehabilitation (PM&R) provides full-time administrative, research and clinical support to two physicians and assistance to the Divisional Administrator and Divisional Research Group HR & Finance Administrator as required.

Duties

• Provides administrative support for the grant application process, ensures documents are prepared appropriately, secures signatures and distribution of the grant within deadlines
• Assists in developing study specific source documentation and presentation materials
• Coordinates petty-cash reimbursement and non-employee expense reimbursements
• Assists in updating research group website(s) (grants, students, events, etc.)
• Assists physicians with completion of Annual Reports through the Common CV system; updates CV within deadlines and reformats as required for specific applications (CIHR and other agency formats)
• Provides administrative support to the PMR Divisional Research group HR & Finance Administrator as required
• Assists Divisional Administrator in organizing and running yearly joint resident research day with the University of Calgary
• Helps to prepare forecasts and reports; monitoring and reconciling budgets
• Assists in preparing reports by collecting relevant information throughout the year
• Enters travel and expense reimbursement claims into PeopleSoft as per University and specific granting agency policies and procedures
• Ensures prompt payment of invoices using corporate purchasing card, SMS invoice processing system and/or Contract for Services payment system
• Coordinates and provides feedback as a first contact for University of Alberta staff, internal and external vendors involving purchasing, invoice preparation and bill payment related to Research accounts
• Assists researchers in coordinating Contract for Services with external individuals and small businesses as needed 
• Coordinates journal clubs and grand rounds; collates educational materials and handouts for teaching
• Greets and direct visitors, patients, students and staff; answers e-mail and telephone inquiries
• Organizes, prioritizes, multitasks, initiates tasks as needed and assists with improving office efficiencies
• Processes printing requests and ensures timely delivery of documents; sorts and distributes mail and arranges courier as required
• Plans and coordinates meetings and events including booking rooms, equipment, arranging for catering, speakers, promotions, communication, collecting and forwarding relevant material at meetings, recording and distributing meeting minutes and action items
• Books travel, arranges itinerary and prepares expense reimbursement claim forms
• Builds and maintains clinical schedule for physicians using eClinician; assists physicians with clinical program development
• Schedules and confirms new patients and follow-up appointments
• Assists residents and medical students with rotation needs
• Assists physicians with clinical program development
• Arranges meetings with administration, policy makers and nurse coordinators
• Performs other duties as required

Qualifications

• High School Diploma supplemented by post-secondary training/coursework in a medical office specialization, including medical terminology/transcription or demonstrated competency; post-secondary diploma preferred; equivalent combinations of education and experience will be considered
• 2-3 years experience in administrative and medical office procedures, preferably in a specialty practice
• Knowledge of grant applications 
• Intermediate skills in Windows using MS Office (Word, Access, Excel and PowerPoint); eClinician 
• Competent and efficient including the ability to multitask
• Ability to take initiative and work in a team environment