Administrative Assistant to The Department Head

2 days 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

  • Division Head Administrative Assistant

    2 months ago

    Calgary, Canada The University of Calgary Full time

    **Description** The **Division Head Administrative Services Department **in the** Cumming School of Medicine** is currently seeking a Full-time Temporary Relief **Administrative Assistant to the Division Head** **for approximately 12 months. Reporting to the Manager, Administrative Services Department, Cumming School of Medicine and working closely with...

  • Construction Department Head

    3 weeks ago

    Calgary, Alberta, Canada Royal Crown Homes Full time

    As a key member of the Royal Crown Homes team, the Construction Department Head will oversee the implementation of organizational policies and programs. This role entails allocating resources, authorizing departmental establishment, and coordinating regional or divisional work. The ideal candidate will establish financial and administrative controls,...

  • Strategic Department Head

    2 weeks ago

    Calgary, Alberta, Canada Xtreme Security Inc. Full time

    About Xtreme Security Inc.Xtreme Security Inc. is a reputable organization seeking an exceptional leader to fill the role of Strategic Department Head.Job OverviewWe offer a competitive salary, details of which are outlined below:Salary:$65,000 - $85,000 per year, depending on experienceResponsibilitiesManage senior staff positions within departments and...

  • Radiology Department Head

    4 weeks ago

    Calgary, Alberta, Canada destinationone Consulting Full time

    At destinationone Consulting, we specialize in recruitment across diverse sectors, including Healthcare, HealthTech, Government, Municipalities, NonProfits, Legal, and Public Accounting, and more. By applying, you ensure our recruiters can quickly match you with suitable roles when they arise.Location:AlbertaRadiology Department Head oversees radiology...

  • Head of Department

    4 weeks ago

    Calgary, Alberta, Canada Xtreme Security Inc. Full time

    Xtreme Security Inc. is seeking a skilled Head of Department to join our team. As a key member of our leadership team, you will be responsible for overseeing the establishment of major departments and associated senior staff positions. Your duties will include coordinating the work of regions, divisions or departments, establishing objectives for the...

  • Front End Department Head

    4 weeks ago

    Calgary, Alberta, Canada Calgary Co-op Full time

    As a Front End Department Head at Calgary Co-op, you will be responsible for overseeing the overall operations of the Customer Service department. This includes improving customer service, program execution, and company profitability. You will be in charge of scheduling, appraisals, budgeting, and attaining financial results, as well as managing image,...

  • Department Head

    3 weeks ago

    Calgary, Alberta, Canada Buck or Two Plus Full time

    Job Summary:Buck or Two Plus is seeking a highly skilled Department Head to oversee daily store operations. The ideal candidate will possess excellent leadership skills, the ability to motivate and guide staff, and a keen eye for detail.Key Responsibilities:Staff Supervision: Supervise and coordinate activities of store staff, ensuring efficient workflow and...

  • Administrative Assistant, Faculty of Arts

    5 months ago

    Calgary, Canada The University of Calgary Full time

    **Position Overview** **_This opportunity is currently available for internal applicants only as THERE IS A STRONG INTERNAL CANDIDATE FOR THIS POSITION. _** The **Faculty of Arts** is currently seeking a Full-time Regular **Administrative Assistant**. The Faculty of Arts is home to highly motivated educators, researchers and students who have the critical...

  • Administrative Support Specialist

    4 weeks ago

    Calgary, Alberta, Canada Head Over Heels Full time

    We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Head Over Heels. As an Administrative Assistant, you will play a crucial role in supporting the day-to-day operations of our office. This is a permanent, full-time position, working 30 hours per week.Key ResponsibilitiesThe successful candidate will be...

  • Head of Engineering Department

    2 weeks ago

    Calgary, Alberta, Canada University of Calgary] Full time

    Overview of the RoleThe University of Calgary is seeking a skilled Head of Engineering Department to lead our team of engineers. This position is responsible for overseeing the development and implementation of engineering projects.Key ResponsibilitiesProvide strategic leadership to the engineering team, ensuring the delivery of high-quality projects on time...

  • Administrative Assistant

    3 months ago

    Calgary, Canada ABM College Full time

    **Job Summary** **Duties** - Assist in the development and maintenance of systems to track instructor performance, attendance, and adherence to company policies. - Compile and prepare detailed reports on instructor activities, including performance evaluations, student feedback, and compliance with organizational standards. - Coordinate and schedule regular...

  • Administrative Coordinator

    4 weeks ago

    Calgary, Alberta, Canada Head Over Heels Full time

    Job SummaryAt Head Over Heels, we are seeking a highly organized and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will be responsible for providing administrative support to our team members, ensuring the smooth operation of our office. Key Responsibilities• Establish and implement policies and procedures...

  • Head Chef Assistant

    2 weeks ago

    Calgary, Alberta, Canada BELLS PIZZA Full time

    Job DescriptionWe are seeking a Head Chef Assistant to join our team at BELLS PIZZA.Key ResponsibilitiesAssist the head chef in managing kitchen operations, including menu planning, food preparation, and inventory control.Supervise kitchen staff and ensure that all dishes are prepared to high standards.Train new staff members in kitchen procedures and...

  • Retail Department Head

    2 weeks ago

    Calgary, Alberta, Canada FA COLLECTIONS CORP. Full time

    About the RoleWe are seeking a Retail Department Head to oversee our store operations. The successful candidate will be responsible for supervising staff, assigning duties, and hiring/trainining new employees.Key ResponsibilitiesSupervise and coordinate activities of staff members, ensuring efficient store operations.Assign sales workers to various duties,...

  • Academic Otolaryngologist

    1 month ago

    Calgary, Canada The University of Calgary Full time

    **Description** The Department of Surgery, Cumming School of Medicine, University of Calgary is seeking an academic Otolaryngologist - Head & Neck Surgeon for a Contingent Term academic position at the Assistant Professor level. Qualifications include an MD and membership with the Royal College of Surgeons of Canada in the specialty of Otolaryngology -...

  • Head Dispatcher

    2 months ago

    Calgary, Canada The Radius Group Full time

    **ABOUT US** We are an **award-winning organization**, with 75 years under our belt, dedicated to keeping communities safe in the areas of fire prevention, security, and life safety. We currently have over 230 talented individuals across 4 business units - Richmond (our Headquarters), Calgary, Toronto and Texas. Radius Security is the leading end-to-end...

  • Executive Administrative Support Specialist

    2 weeks ago

    Calgary, Alberta, Canada Head Over Heels Full time

    Job Description:We are seeking a highly organized and detail-oriented Executive Administrative Support Specialist to join our team at Head Over Heels. As an administrative assistant, you will provide critical support to our executives, ensuring seamless day-to-day operations.Key Responsibilities:Policy Implementation: Assist in establishing and implementing...

  • Retail Department Head

    3 weeks ago

    Calgary, Alberta, Canada APNA BAZAAR LTD Full time

    Job Summary: We are seeking a highly skilled Retail Department Head to lead our sales team at APNA BAZAAR LTD. The successful candidate will oversee daily operations, manage staff, and drive sales growth in a fast-paced retail environment.Key Responsibilities:Lead Sales Team: Direct and motivate sales staff to achieve sales targets and provide excellent...

  • Department Head

    2 weeks ago

    Calgary, Alberta, Canada WESTWINDS WHOLESALE CASH AND CARRY Full time

    Job SummaryWe are seeking an experienced Department Head - Sales Operations to lead our sales team at Westwinds Wholesale Cash and Carry. The successful candidate will have a proven track record of managing sales operations, supervising staff, and driving business growth.About the Role:This is a permanent position working 35-40 hours per weekYou will be...

  • Head Chef Assistant

    2 weeks ago

    Calgary, Alberta, Canada Boston Pizza (West Springs) Full time

    Job Title: Head Chef AssistantBoston Pizza (West Springs) is seeking a skilled and experienced Head Chef Assistant to join our team. This role will be responsible for supervising and coordinating the activities of kitchen staff, ensuring that food and service meet quality control standards.