Administrative Assistant, Diagnostic Services Unit

1 month ago

Calgary, Canada The University of Calgary Full time

**Description**

Reporting to the DSU Manager, this position provides administrative support to the UCVM Diagnostic Services Unit (DSU), located at the Spyhill Campus.

The environment is challenging and high-paced, involving phones, external customers, staff, and students with requests for information and work requirements. Strong communication skills are essential to liaise with internal and external individuals in a pleasant and professional manner.

**Summary of Key Responsibilities** (job functions include but are not limited to):

- Screen and respond to inquiries regarding the DSU services from internal and external stakeholders taking any necessary and appropriate actions
- Receive DSU case submissions in a timely and professional manner
- Create and maintain accurate records (accessioning) of case materials (samples, animal tissues, cadavers) received into the DSU using a Laboratory Information Management System (LIMS)
- Interact with external clinics and testing labs as required, for example, to acquire missing information or inquire regarding availability of testing results
- Retrieve, distribute, and enter into the LIMS incoming test results from ancillary laboratories
- Maintain and archive DSU records / case information and update LIMS client data base records as required
- Perform general laboratory maintenance (e.g. ordering, stocking, archiving materials and records, cleaning, entering maintenance work requests into the university system etc.) as required
- Efficiently arranging meetings or seminar logistics, scheduling appointments, meetings, seminars, conferences and teaching which may require room bookings, catering, preparation of documents, minute-taking and distribution
- Assisting the Manager, Operations DSU with internal and external billing inquires. Inputting ancillary testing charges into appropriate cases in LIMS
- Processing PeopleSoft transactions on behalf of DSU, including travel and other expense claims, procurements (including reconciliation of purchasing card transactions) and non-employee expense/honorarium claims
- Preparing slide presentations and posters using PowerPoint, Adobe or other software as required
- Preparing, shipping and receiving courier packages, collecting and distributing mail, taking necessary action to respond to correspondence when appropriate
- Working closely with the Manager, DSU to ensure operational issues are addressed within existing faculty policies and procedures
- Managing shifting priorities, ensuring all tasks are completed within deadlines in a professional, confidential, and accurate manner
- Fostering a positive, productive and team-oriented work environment
- Taking responsibility for keeping computer skills and personal development up-to-date by attending various training sessions and courses
- Familiarity with University of Calgary's statement on Principles of Conduct and conducting themselves according to these principles in all situations when representing the Faculty or while acting on behalf of the University

**Qualifications / Requirements**:

- At least 3 years of administrative experience with emphasis on administrative and organizational skills
- Must have at least 6 months of experience working in a veterinary laboratory environment that includes handling of animal tissues
- Post-secondary education in the area of administrative support is strongly desired
- Previous experience in an academic environment is preferred
- Previous customer service experience is preferred
- Previous experience with PeopleSoft expense and e-procurement modules is desirable
- Proven ability to work independently as well as managing conflicting priorities and demands
- Willingness and ability to acquire a knowledge and understanding of University, Faculty, and DSU policies, procedures, and systems
- Familiarity with basic anatomy, physiology, pathology and/or medical terminology is considered an asset
- Strong written and verbal communication skills
- Web maintenance experience or the desire to learn is an asset
- High degree of organization with ability to multi-task and meet deadlines
- High degree of accuracy and attention to detail

**Application Deadline**: December 3, 2024

This position is part of the AUPE bargaining unit, and falls under the **_Operational/Administrative Job Family, Phase 2_**.

For a listing of all management and staff opportunities at the University of Calgary, view our **Management and Staff Careers website**.

**About the University of Calgary**

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.

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