Coe Program and Division Administrator

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

**Salary range** $38,335.08 to $51,757.96 (pro-rated)

**Hours per week** 28

**Grade** 7

**Posted date** September 10, 2024

**Closing date** September 30, 2024

**Position Type** Part Time - Trust Funded

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

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

**Location - **This role is hybrid with a mix of remote and in-person at Glenrose Rehabilitation Hospital.

**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 Department**

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**

The Program and Division Administrator will provide administrative support to both undergraduate and postgraduate learners, as well as to the division-level administration of the Care of the Elderly (COE) program. They will work closely with the Divisional Director as well as other Program Administrators to provide a range of administrative support for the Division.

**Duties**
- Coordinate annual reviews with the Divisional Director for all Division members and assist with documentation.
- Distribute communications from the Divisional Director, and facilitate inter-divisional communications.
- Receive and direct phone calls, faxes, and mail for the Division.
- Liaise with other program administrators to support medical students and residents.
- Assist with meeting scheduling and coordination for the Divisional Director and for the Division.
- Support with compiling data and coordinating site visits in preparation for accreditation requirements.
- Coordinate Division interviews for medical resident matching.
- Complete monthly expense and billing collections and data entry.
- Coordinate preceptor payments.
- Maintain office supplies and policies/procedures.

**Minimum Qualifications**
- Postsecondary education in a relevant discipline. Equivalent combinations of education and experience will be considered.
- 3-5 years experience in an administrative role.

**Preferred Qualifications**
- Experience administering learners is preferred.
- Excellent communication (oral and written) and interpersonal skills.
- Experience taking meeting minutes.
- Strong accuracy and attention to detail.
- Excellent editorial and proofreading skills.
- Highly developed organizational and problem-solving skills.
- High level of tact and discretion; must be able to maintain absolute confidentiality.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

**Note**: This opportunity will be available until midnight September 30, 2024, Edmonton, Alberta local time.