Administrative Assistant, Research, Scholarship Innovation (RSI) Team

This position has an end date of March 31, 2018, with the possibility of extension, and offers a comprehensive benefits package which can be viewed at: www.hrs.ualberta.ca.

Lifelong Learning in the Faculty of Medicine and Dentistry invites applications for a Research, Scholarship, and Innovation (RSI) Administrative Assistant.

The Physician Learning Program (PLP), established in December 2009, is a collaborative program between the University of Alberta, University of Calgary, and Alberta Medical Association (AMA). At the University of Alberta, PLP is operationally and administratively housed under Lifelong Learning Portfolio.

The Research, Scholarship, and Innovation (RSI) Administrative Assistant will support short- and long-term projects in a collaborative setting through working with a team including research assistants, project coordinators, physician leads, and data analysts. The successful candidate will have strong organizational skills, a keen eye for detail, and the ability to manage multiple priorities in order to complete work in a timely and accurate manner.

Duties

• Responsible for a range of administrative support duties including mail distribution, assigning keys, ordering supplies, managing  work orders, couriers, organizing small events and preparing routine correspondence and statistical reports
• Provides a variety of clerical and administrative duties including managing phone calls by providing pertinent and prompt information as needed, photocopying, filing, faxing, and emails to various parties
• Assists with the preparation of materials (print and web-based) e.g. reports to various funding agencies, materials for presentations
• Arranges production of project brochures/posters with print companies including costing, quality, numbers and timelines, etc.
• Provides day-to-day administrative support to RSI Team
• Acts as the main contact for IT needs, schedules IT services and contacts IT on behalf of the RSI Team
• Prepares agenda items, composes and distributes meeting minutes for RSI team meetings, expert panel meetings, and Steering Committee meetings; creates PowerPoint presentations as required
• Schedules meetings, books rooms and sends out updates or reminders
• Provide administrative support for various project committees and working groups (e.g. meeting notes, record of decisions, scheduling meetings); prepares and makes presentations of project activities (verbal or written) as required
• Ensures proper AV equipment is available, arranges catering and payment of invoices, including the assignment of account codes, etc.
• Maintains internal reports to track data not recorded in HCM and organizational charts; maintains Google and MS Project calendars
• Maintains stakeholder, projects, publications, and other databases as required; creates new databases as required
• Ensures current mailing/email lists
• Maintains project status information in MS Project
• Assists in developing and implementing RSI Team administrative processes
• Responds to general inquiries relating to the Research, Scholarship and Innovation portfolios
• Provides support to the Information and Communications (I&C) team in the Physician Learning Program (PLP) as required
• Assists in the creation and maintenance of ethics, Northern Alberta Clinical Trials and Research Centre, Maintenance of Certification, and Main-Pro applications; assists with other applications as required
• Assist the RSI Lead with the development of project budgets
• Keeps up-to-date records of expenses related to the project(s)
• Works with the RSI Lead to reconcile and process project accounts receivable and account payables
• Prepares and coordinates travel itineraries, processes travel claims, reimbursements and hosting claims
• Prepares honorarium payment forms for physician leads and expert panel members
• Performs other related duties as required

Qualifications

• Minimum High School Diploma, preferably supplemented by accounting/business courses; equivalent combinations of education and experience will be considered
• 3 years of related experience; experience in an academic environment would be an asset
• Strong communication (verbal and written), interpersonal and organizational skills
• Ability to work effectively independently and in a team environment
• Computer proficiency in Windows using MS office (Word, Excel and PowerPoint), MS Project, and Google Apps is an asset
• Fast and accurate typing speed with a high level of accuracy and attention to detail
• Excellent spelling, grammar, editing and proofreading skills
• Ability to demonstrate confidentiality with a positive professional approach
• Proficiency with University of Alberta policies and procedures is an asset
• Competent and efficient, able to multitask, able to take initiative with tasks and able to work in a team environment
• Proficient in operating standard business machines
• Ability to work with physicians, nurses, allied health, University of Alberta and University of Calgary staff
• Adaptability to changing environment, flexibility to accommodate varying workday demands
• Knowledge of University policies and procedures an asset
• Knowledge of health care industry and terminology an asset
• Ability to perform searches on databases, websites, etc. to assist in project delivery