Executive Assistant Pgme Leadership

2 weeks ago

Edmonton, Canada University of Alberta Full time

**Department** Faculty of Medicine & Dentistry - Post Grad Medical Education

**Salary range** $51,821.52 to $70,382.74

**Hours per week** 35

**Grade** 8

**Posted date** November 27, 2024

**Closing date** December 11, 2024

**Position Type** Full Time - Trust Funded

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

This position has an end date of January 15, 2026, and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

**Location** - This role is in-person 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 Postgraduate Medical Education Office**

The Postgraduate Medical Education Office within the Faculty of Medicine and Dentistry, College of Health Sciences, is responsible for the administration of close to 1000 trainees in 70 accredited programs. Each of these high-quality clinical training programs is accredited by the Royal College of Physician and Surgeons of Canada or the College of Family Physicians of Canada. PGME’s mission is to produce competent, caring physicians who will meet the needs of society, and through research training will contribute to the development of new knowledge.

**Position Summary**

Interested in medical education and want to join a dynamic collaborative team? The Executive Assistant provides a wide range of administrative support to the PGME Leadership Team including the Associate Dean, Manager and Directors. This position requires a high level of communication, organizational and interpersonal skills. We are looking for applicants who can take initiative, have strong decision-making skills, and who will thrive in a highly demanding and fast-paced environment.

Please note this position does require after hours meetings, typically one per month from September to June.

**Duties**
- Drafts agendas for meetings and committees
- Attends and minutes meetings. Follows up and ensures action items are completed.
- Screens, directs, and processes phone, electronic and in-person queries
- Plans and schedules calendars with mínimal consultation for the leadership team. Resolves calendaring conflicts for the Associate Dean and Manager.
- Ensures the Associate Dean and Manager has appropriate background/briefing materials for chairing or attending each meeting
- Interacts with faculty, staff and trainees on behalf of the PGME Office.
- Creates, writes and collates information for the Program Director quarterly newsletter with Campaign Monitor software
- Participates in, and assists with, the annual trainee PGME Orientation and other PGME Events
- Provides back-up for other members of the PGME team including PGME Administrators
- Works as a team player in the PGME Office and assists others as required

**Minimum Qualifications**
- Minimum post-secondary office administration certificate
- Highly proficient with an excellent working knowledge of MS Office, Google Workspace, Adobe Acrobat Pro and virtual meeting platforms such as Zoom
- Excellent attention to detail; completes work with a high level of accuracy
- High degree of initiative and the ability to work independently with mínimal supervision
- Ability to manage multiple priorities and projects in a fast-paced, dynamic environment
- Excellent interpersonal skills and ability to function well in a professional team environment
- Strong written and verbal communication skills; writes clearly, informatively and communicates effectively
- Ability to show discretion, tact, and diplomacy; conducts oneself professionally at all times
- Proven record of initiating and maintaining strong relationships with clients
- Proven ability to work collaboratively with team members from different areas of expertise, and with senior administrators in an organization

**Preferred Qualifications**
- Post-secondary diploma in office administration or related preferred; equivalent experience in progressively responsible administrative roles will be considered.
- Three years of experience in a medical education and/or academic environment; involvement in post-secondary education at an administrative level an asset
- Familiar with a varie

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