Administrative Assistant

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

**Salary range** $53,368.08 to $71,477.64

**Hours per week** 40

**Grade** 6

**Posted date** August 7, 2025

**Closing date** August 20, 2025

**Position Type** Full Time - Trust Funded

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

This position has a term length of 1 year plus 1 day and offers a comprehensive benefits package.

**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 First Peoples 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 250 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**

This position is responsible for assisting the Senior Research Administrator in all aspects of the Smartwear Revolution research project. Smartwear Revolution is a transformational, deeply transdisciplinary research project that seeks to co-create revolutionary fabric-based ‘smartwear’ that can reduce injuries and augment the strength of aging users and those experiencing disabilities: enabling them to remain actively engaged in their homes, communities, and activities of meaning. This position reports to the Smartwear Revolution Senior Research Administrator.

Under the supervision of the Senior Research Administrator and program lead PI, Dr. Vivian Mushahwar, the administration assistant will provide day-to-day administrative support to the group of UAlberta researchers (currently 65 with expectation this will grow as the program moves forward), across multiple faculties, who are funded by and actively involved in this program. Specific responsibilities include maintenance of the program website, managing meetings and taking minutes, calendar management, helping the UAlberta researchers meet their non-financial reporting requirements, submitting required information into the program’s project management database, facilitating additional program requirements as required by the lead institution, providing support for major events and other general program-related administrative support required by UAlberta researchers and contributing to the team’s communications and social media platform. Duties will vary depending on time of year and specific initiatives being carried out by the UAlberta team of researchers and partner institutions.

In addition to supporting the team’s researchers, this position will also work closely with the UAlberta’s institutional team in research administrative services in meeting our administrative obligations to the funding agency, and other sponsors. This position will also have a close working relationship with other UAlberta administrative staff and administrative staff at the team’s various partner institutions.

**Duties**
- ** Program and Project Support**: Includes data gathering and analysis for reporting, maintaining project management systems, assisting with notices of award, amendments, and supporting travel and expense claims.
- ** Meeting and Event Coordination**: Support for meetings (agendas, notes, coverage), lab tours, outreach activities, and logístical support for workshops and events, including setup, registration, and catering.
- ** Team and Onboarding Support**: Assisting with onboarding of staff and students, providing fill-in support during absences, and handling campus errands.
- ** Supply and Resource Management**: Monitoring and ordering office supplies, maintaining inventory, and ensuring resources are distributed efficiently.
- ** Financial and Clerical Assistance**: Supporting basic financial paperwork including forms, scanning, and filing, as well as assisting with claim submissions and documentation.

**Mi