Administrative Assistant to The Department Head

2 months ago

Calgary, Canada The University of Calgary Full time

**Description**

The **Administrative Services Department **in the** Cumming School of Medicine** is currently seeking **two (2) **Full-time Regular **Administrative Assistant(s) to the Division Head**.

Reporting to the Manager, Administrative Services Department, Cumming School of Medicine and working closely with other staff members in the Administrative Support Services Team, this position will provide executive support to the Division/Department Head. There is potential for this position to float between offices at Faculty(s)/Administrative Department(s) locations, ensuring visibility and accessibility to clients. Most work is conducted during business hours, though some availability outside of work hours for consultation is probable.

The Administrative Assistant to the Division/Department Head is the primary administrative and resource contact for the faculty members within the specified Division. The incumbent will handle constant, multiple, shifting priorities while working within the framework of the University of Calgary policies and procedures, as well as regulations of the College of Physicians and Surgeons of Alberta and Alberta Health Services. While providing exceptional customer service and administrative skills, you will often be called upon to exercise judgment within these established guidelines.

Strong communication skills are required to liaise effectively with internal and external staff and agencies in a tactful and professional manner.

Responsible for accurately entering and maintaining the division On-Call Schedule under the Regional On-Call Application and monthly stipend submissions for all member/sites of the division if applicable.

**Summary of Key Responsibilities** (job functions include but are not limited to):
Administrative Support
- First point of contact for the Division/Department Head and senior administrators, screens requests and provides information and guidance to staff and general public; demonstrating discretion and good judgment in dealing with sensitive issues
- Organize and coordinate all activities related to the Division/Department Heads administrative, research, teaching and clinical requirements
- Responsible for drafting routine correspondence, administrative and teaching materials, grant proposals, manuscripts, and other related documents
- Reviews, tracks and organizes incoming/outgoing correspondence to identify priority items, and respond to requests in a timely manner
- Develops and maintains strong relationships with internal and external stakeholders in a courteous and professional manner to facilitate the achievement of Division/Department goals and objectives
- Takes notes and transcribes minutes; ensures follow-up on action items
- Deals with multiple, shifting priorities and ensures that deadlines and commitments are kept
- Manages requests for information efficiently, demonstrating strong judgment and discretion on confidential issues
- Maintains the on-call schedule for the Division and ensures it is updated and key staff members are available and within communication when required. Generates monthly stipend submissions for divisional faculty members
- Coordinates the process of annual assessments for academic staff; submission of annual reports, and assembly of documentation for written assessments, promotion and merit

Budget and Expenditure Monitoring
- Monitors the Division/Department budget and/or research accounts through eFin and prepares reports and expenditure authorizations for the Division Head for approval, providing clarification on commitment and budget projections
- Oversees timely and accurate processing of Accounts Payable activities related to Division Funds/research accounts
- Oversees template-based hires through People Soft and maintains a tracking system for employment extensions
- Reviews invoices for completeness and accuracy
- Prepares expense claims ensuring financial policies and procedures are adhered to
- Processes payments related to procurement card expenditures and supply purchases

Event Planning
- Exercise sound judgment and personal decision-making within University guidelines
- Meet with external stakeholders and/or organizing committees to plan the scope and format of event(s)
- Facilitate in securing the appropriate venue for the event
- Coordinate all services for the event, such as invitation/RSVP processes, accommodation and transportation for participants, catering, and audio visual equipment
- Organize registration of participants, prepare programs and promotional materials
- Establish and monitor budgets, reconcile expenses to budget and maintain financial records

Calendar/Scheduling
- Manages, organizes and coordinates day to day work routine of the Division/Department Head, including scheduling all meetings and appointments with academic and non-academic staff and with the business community using MS Outlook calendar program; screens meeting requests, re-directs requests where appropriate and

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