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Research Administrative Assistant

3 weeks ago

Edmonton, Canada University of Alberta Full time

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

**Salary range** $50,837.16 to $68,637.60

**Hours per week** 35

**Grade** 7

**Posted date**

**Closing date** August 29, 2025

**Position Type** Full Time - Trust Funded

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

This position 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 Family Medicine**

The University of Alberta Department of Family Medicine is a top school for Family Medicine in Canada. As a department, we are responsible for educational innovations and research that have been adopted across Canada and internationally. We are innovative and creative thinkers, producing high-quality work. We are a learning organization, constantly seeking to improve how we do what we do for our learners, patients, and communities.

**Position Summary**

The Research Program of the Department of Family Medicine promotes, supports, creates, and disseminates research knowledge and scholarly activity in the discipline of family medicine. It also aims to enhance the research skills of faculty members, residents, and students.

The Research Administrative Assistant provides administrative support to a busy Research Program office and the research activities of faculty members and researchers in the department.

**Duties**

**Regular Responsibilities (75% of the Time)**
- Provide administrative support to research faculty members (arranging meetings, meeting agendas/minutes, word processing, room bookings, etc.).
- Maintain schedules of relevant conferences and associated deadlines and calls for proposals.
- Provide word processing support including typing and formatting curriculum vitae (faculty resumes), frequency tables, correspondence, etc.
- Proofread and format documents.
- Format literature reference citations.
- Produce graphics/posters and/or slide presentations for research purposes (e.g. graphs for publications, slides for conference presentations). This includes support for design and printing of posters.
- Assist department members with manuscript and technical typing related to research activities, including graphs, charts and color slide productions.
- Enter information into faculty member Annual Reports Online (AROs), as needed.
- Monthly tracking of faculty members publications (e.g. using PubMed, Google Scholar, etc.) for the collection of research metrics.
- Create and maintains spreadsheets and/or databases using Excel / Google Sheets.
- Send out surveys or information requests, as needed.
- Provide administrative support for meetings, as needed. Coordinate documents and agendas. Anticipate and prepare supporting materials. Record and distribute meeting minutes.
- Greet visitors to the office suite and route them to the appropriate area.
- Distribute incoming mail within the office and assist with the outgoing mail protocols. Schedule courier services, as required.
- Order office supplies using SupplyNet and provide invoice information to Research & Endowment Lead for reconciliation purposes.
- Incoordination with department communications, disseminate information for Associate Director, Co-Directors, faculty members and research staff.
- Coordinate communications with the Executive Assistant to the department Chair.
- Maintain the Xerox photocopier - troubleshoot photocopier issues; order photocopier supplies; organize service calls; load paper supply; change toner; as required.
- Book meeting rooms, arrange meetings and telephone/video conferences and assist with troubleshooting computer issues in the boardroom.
- Work with Surplus to ensure unused equipment is removed, or needed equipment is requested. Assist with sending equipment to surplus, as needed.
- Ensure appropriate office signage is clear and up-to-date for the department and all faculty/staff.
- Routinely monitor office space for maintenance issues. Submit and follow-up on maintenance requests.
- Work with central administration to consolidate the filing program to ensure easy and straightfor