Administrative Assistant

3 weeks ago

Edmonton, Canada NAIT Full time

The Centre for Advanced Medical Simulation (CAMS) in the School of Health and Life Sciences is looking for an energetic, positive, and detail-oriented individual to join the team supporting the Director in the Simulation Centre. This position will provide administrative and analytical support to the Director and the Simulation Centre and is responsible for maintaining and ensuring an acceptable level of support services essential to the operation of the Simulation Centre.

The scope of the work includes researching and coordinating projects and events, accreditation, developing key contacts both internal and external to NAIT, as well as supporting the Director with calendar meetings, and documentation needs. This position will also support the CAMS strategic plan, centre of excellence requirements, and CAMS external partnerships.

**Key Responsibilities**:

- Accreditation coordination and support including both multi-year and annual accreditation documentation as well as assisting in developing and maintaining Simulation Centre policies and procedures
- Supporting Director in reporting quarterly (and as requested) various key performance indicators (KPI)
- Systems Management/Training - communicating changes and information regarding systems and process (Microsoft Teams, Sim Centre Scheduling Software, SharePoint Site)
- Simulation Centre Support including SHLT ITS Committee rep for Sim Centre; receiving all requests for time in the Simulation Centre
- Coordinating with Simulation Technologists Supervisor to ensure staff are available to conduct tours and any special request set ups
- Input all booking information into the scheduling software system
- Input all equipment, supplies and simulated participants used during simulation events into the tracking software
- Maintain simulation mailbox and calendar with all bookings, tours and training sessions happening in the Simulation Centre
- Coordinate and lead all Simulation Confirmation meetings
- Serve as the primary contract for internal and external clients
- Request simulated patients (from either the NAIT Patient Model pool or the U of A Standardized Patient program)
- Assists in the administrative functions related to the SIM Centre including booking rooms, catering and NAIT supplies/support as necessary; preparing documents for meetings/events; recording and preparing minutes/ creating and maintain survey templates delivered by the Simulation Centre
- Preparation of contracts
- Ensuring all external invoices are sent to Accounts Receivable for processing and follow up if required
- Budget assessment; verifying and/or auditing financial information; resolving complex issues; financial reconciliation activities
- General office duties and reception

**Skills & Abilities**:

- Knowledge of PeopleSoft SA System
- Knowledge of NAIT Organizational Charts
- Proficient with MS Office Suite (Excel, Word, PowerPoint, etc.)
- Proficient in Data Management
- Excellent interpersonal and communication skills
- Strong organizational and time management skills
- Effective problem-solving skills

**Qualifications**:

- Completion of Grade twelve
- Related post-secondary certificate or diploma
- 3-5 years progressively responsible administrative level experience
- An equivalent combination of education and experience may be considered

**Remuneration**:$1,828.61 - $2,366.48 bi-weekly, plus a comprehensive benefits package. (Classification - Administrative Support V).
- This position is covered by the AUPE (Alberta Union of Provincial Employees) Collective Agreement._

**Please submit a resume and Cover Letter to be considered for this opportunity.**

**About NAIT**

At NAIT, people matter.

We’re proud to have been named one of Alberta’s Top Employers for 12 consecutive years. Developing an engaging, supportive and rewarding work culture is something we take seriously. We know that people are our biggest asset - they are what makes NAIT a great place to work.

**What we offer**

We’ve created a benefits package that focuses on health and wellness, professional and personal growth, recognition and work-life balance.

NAIT is a flexible workplace and depending on the nature of your role, you may request flexible work arrangements with respect to where and when you work, including being on-campus full-time, working off-site, or a combination of the two.

Employees also have access to excellent vacation time, paid time off between Christmas and New Year's, a strong recognition program, learning opportunities, 2 annual all-staff professional development days and so much more.

**Health and safety**

NAIT continues to encourage everyone coming to our campuses to be fully vaccinated against COVID-19 and to get their booster shots as soon as they are eligible. Vaccination against COVID-19 remains the best way to prevent severe illness and death, and third doses can boost immunity to improve protection and limit spread.

**Additional requirements**

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