Executive Assistant

2 months ago

Edmonton, Canada University of Alberta Full time

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

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

**Hours per week** 35

**Grade** 7

**Posted date** September 19, 2024

**Closing date** September 26, 2024

**Position Type** Full Time - Operating 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 at Lois Hole Hospital for Women (RAH).

**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**

The Department of Obstetrics and Gynecology is a Centre of Excellence in education, research, and clinical care in women's health.

The department has five academic divisions, 19 full-time academic faculty members, and over 100 clinical academic colleagues in general obstetrics and gynecology. Our faculty members encompass the full range of academic medicine including Maternal-Fetal Medicine, Reproductive Endocrinology & Infertility, Gynecological Oncology, Reproductive Sciences, and Urogynecology.

Internationally recognized for our innovative, collaborative, and multidisciplinary approaches, we are positively impacting the health of women.

**Position**

This position provides senior-level administrative/secretarial support to the Chair, Department of Obstetrics & Gynecology; to the Academic Department Manager and assists and works collaboratively with the Department Business Administrator. This Executive Assistant is required to function at a senior level in all aspects and ensures the completion of time-sensitive items, as well as special projects and initiatives. The Executive Assistant must be able to interact effectively with staff from the University of Alberta, Alberta Health Services; the offices of Medical Affairs (AHS), Women's Health (LHHW/RAH), and research centres and institutes. The Department is comprised of 5 Divisions, as well as a basic science group, and a City-wide group of Obstetrician/gynecologists located both on and off-site) and has a close relationship and interaction with the Women's and Children's Health Research Institute (WCHRI). The Department includes full-time academic faculty, clinical faculty, residents, postdoctoral fellows, graduate and undergraduate students, summer students, support staff, and research lab personnel. Supporting the Chair and reporting to the Academic Department Manager, the Executive Assistant provides senior administrative support to the Chair in the areas of time management, scheduling, addressing confidential and time-sensitive items, and administrative processes. As the primary resource and point-of-contact for administration, the incumbent is required to liaise and provide information to senior faculty and administrators, the Faculty of Medicine & Dentistry, the Assistant Chair (Administration), and the faculty of the department.

Working in a busy environment, the Executive Assistant is required to anticipate needs, be proactive, and handle urgent situations appropriately and with sensitivity to the issue. The position facilitates office workflow ensuring deadlines are met and will act as the first point of contact by problem-solving and action-appropriate solutions on behalf of the Office of the Chair. The Executive Assistant supports a number of Committees within the Department and must be able to follow up on items in a timely fashion.

**Duties**
- Serves as the primary point of contact for Chair' office and develops and maintains relationships and contacts with primary internal and external stakeholders.
- Keeps the Chair's office organized and facilitates the various roles and needs of the Chair, taking initiative and being proactive.
- Maintains the Chair's calendar, scheduling and coordinating with other primary stakeholders, and ensuring screening and prioritizing of appointments.
- Supports academic appointments, inclusive of preparation of materials for Faculty Evaluation and follow-ups, appointment letters for CACs, and ensuring proper tracking and files of staff, CAC, adjunct and person

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