Executive Assistant

1 month ago

Edmonton, Canada University of Alberta Full time

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

**Salary range** $59,224.40 to $80,437.45

**Hours per week** 40

**Grade** 8

**Posted date** November 19, 2024

**Closing date** November 26, 2024

**Position Type** Full Time - Trust Funded

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

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

**Location** - This role is hybrid with a mix of remote and in-person work 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 FirstPeoples 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 over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 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 Medicine**

The Department of Medicine is the largest department in the Faculty of Medicine & Dentistry at the University of Alberta with over 200 academic faculty members and over 400 trainees (graduate students, postdoctoral fellows, and residents). The Department of Medicine's core mission is to undertake outstanding education, research, and high-quality clinical care to provide the best possible health outcomes for Albertans. We have 14 divisions that work collaboratively in a multi-disciplinary, multicultural, and ethnically diverse collegial environment.

**Position Summary**

The Executive Assistant (EA) provides senior-level administrative and secretarial support to the Department of Medicine Chair/AHS Clinical Department Head to ensure timely and efficient follow-through of the directives of the Chair/ Alberta Health Service (AHS) Clinical Department Head and the duties of these positions. The EA plays a major and diplomatic role in the confidentiality of the Chair/AHS Clinical Department Head's office and maintains excellent relationships with the offices of the Faculty of Medicine and Dentistry, other University Departments and Divisions, UA Administration, the University of Calgary Cumming School of Medicine, AHS Administration and Government, and works in a highly collegial and professional manner with internal and external physicians and support staff.
- and travel-related costs incurred by the Department of Medicine Chair/AHS Clinical Department Head, maintaining an orderly office, coordinating work with other members of the Department Administrative team related to special projects, serving as a resource to academic and support staff, residents and students, and outside agencies. Verbally briefing the Chair/AHS Clinical Department Head on all upcoming commitments, potential issues, or problems arising, while ensuring the smooth operation of the Chair/AHS Clinical Department Head office.

The Department of Medicine is a complex enterprise with overlapping responsibilities to the UA, AHS Operations, and AHS Medical Affairs with multiple funding sources, the most significant of which is Alberta Health's provincial Academic Medicine and Health Services Program (AMHSP). The EA will require a strong working knowledge of UA AHS policies and procedures and have a clear understanding of the different branches within AHS to ensure the appropriate bodies are apprised accordingly. Members of the Department include full
- and part-time academic physicians and staff, non-academic staff, AHS clinical staff, basic scientists, medical students, residents, and graduate students. Academic staff position descriptions involve teaching (clinical and non-clinical), research, clinical practice, and administration. This environment creates a complexity of duties along with extensive personal interactions which impinge continuously on the EA.

**Duties**

Coordination & Support of the Department of Medicine Chair/AHS Clinical Department Head's Office
- Organize the Chair/AHS Clinical Department Head's office and provide day-to-day support for Chair/AHS Clinical Department Head activities that can change in an instant, monitor and coordinate the Chair/AHS
- Coordinate all meetings for the Chair/AHS Clinical Department Head, both in person and virtual.
- Draft and prepare meeting agendas, assemble meeting documents, send out meeting materials, set up the meeting room for teleconference and recording, as appropriate, take and prepare written meeting minutes, post and/or distribute meeting minutes as appropri

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