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Operations Assistant

3 months ago

Edmonton, Canada University of Alberta Full time

**Department** Faculty of Medicine & Dentistry - Pediatrics Dept

**Salary range** $47,918.92 to $64,697.48

**Hours per week** 35

**Grade** 7

**Posted date** May 30, 2024

**Closing date** June 13, 2024

**Position Type** Full Time - Trust Funded

**Description**:
This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of one year plus a day with the possibility of extension and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

**Location** - This role is hybrid with a mix of remote and in-person 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 more than 14,000 faculty and staff, over 40,000 students and 260,000 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 Pediatrics**

The Department of Pediatrics at the University of Alberta is one of Canada's leading academic health centres for pediatric specialty and subspecialty education and research. We also work in conjunction with the Stollery Children's Hospital to provide leading edge clinical care. Members of the department are dedicated to improving child health.

**Position**

This position reports to the ADM and supports the Associate Chairs/Directors, Academic Department Manager (ADM), Office of the Chair, and the AMHSP Coordinator. The Operations Coordinator provides senior administrative support to the Chairs Office for the Department of Pediatrics and supports the AMHSP Coordinator in department search & selections.

As the primary resource and point-of-contact for administration processes, the incumbent is required to liaise with and provide information to senior faculty and administrators, the Faculty of Medicine & Dentistry office, and department faculty members. Working in a busy environment, the incumbent is required to handle urgent situations appropriately and with sensitivity to the issue. The position facilitates office workflow ensuring deadlines are met and projects are completed on schedule. The Operations Coordinator works to problem solve and actions the appropriate solutions on behalf of the Associate Chairs/Directors and ADM.

**Duties**

Administrative support to Associate Chairs, Directors, and ADM 50%
- Provides day-to-day administrative support and coordination of activities for the ADM, Associate Chairs, and Directors as assigned
- Maintains complex calendars/schedules
- Communicates with the department, faculty office, and University administrators, as well as external contacts on behalf of the leadership team
- Composes routine correspondence for signature, tracking items to ensure timely action
- Prepares meeting and presentation materials
- Reviews and prioritizes daily incoming correspondence and initiates or completes action where appropriate
- Maintains efficient electronic and paper filing systems for ADM/Associate Chairs/Directors,including confidential files
- Prepares itineraries, makes travel arrangements, and coordinates travel & expense claims for ADM/Assistant Chairs/Directors for reimbursement
- Coordinates and tracks invoices and expenses under the ADM/Associate Chairs/Directors' portfolio
- Coordinates meetings, including logistics, agenda, and minute distribution. Records minutes when required
- Coordinates department events and workshops (i.e. Research Day)
- Coordinates organization of guest speakers, and posters for speaking engagements, prepare itineraries, and assists with travel and accommodation planning
- Coordination of receipts for P-card reconciliation

Search & Selection Support 35%
- Works closely with the department AMHSP Coordinator to assist in coordinating the logistics for departmental search & selections
- Schedules 2-3 day search & selections (1:1 meetings with current faculty, pre
- Issues search & selection meeting invitations and documents (itinerary, CV, and FRIR)
- Books catering and/or restaurants for search & selection
- Leads the coordination for all moves required by relocation hires

Administrative support for Office of the Chair 15%
- Works as part of a team of senior coordinators to provide support for all activities that fall under the Office of the Chair and supports department initiatives
- Acts as point-of-contact and resource for department faculty, staff, and public
- Acts