Division Admin Support

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

**Salary range** $47,918.92 to $64,697.48

**Hours per week** 35

**Grade** 7

**Posted date**

**Closing date** February 7, 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 which can be viewed at: Faculty & Staff Benefits.

**Location -**This role is hybrid with a mix of remote and in-person. Work primarily takes place 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**

The Department of Medicine’s Division Administrative Support positions are dedicated to assisting our 14 Divisional Directors and the faculty, staff and trainees within each of the 14 Divisions within the Department of Medicine. This position is key to supporting the Divisional director and ensuring the division is functioning efficiently and effectively. This position reports to the Academic Divisional Administrative Lead in the Department of Medicine.

**Duties**

Executive Support - Assists the University Divisional Director (DD)/AHS Section Chief (SC) by:

- First point of contact for DD/SC, division members, U of A support staff and AHS colleagues
- Assists with divisional annual report with the DD/SC
- Assists the DD/division members with the content development for division events
- Issues and distributes absence notices for physicians, and admin. etc.
- Assists the division with the reconciliation of the academic trust accounts
- Assists with travel arrangements and credit card reconciliations
- Coordinates and schedules meetings for the DD/Section Chief

Point of Contact
- Greets visitors and directs them to the appropriate department/individual
- Prepares packages for distribution to stakeholders or colleagues, orders supplies as needed
- Ensures signage in the division is updated and clearly marked
- Troubleshoots issues with phones, printers, etc.
- Makes service calls for shredding, repairs, etc.

Clerical
- Manages records and filing systems for the division
- Manages meeting requests and bookings, manages Google calendars, and books meeting rooms
- Transcribes or takes minutes for meetings, prepares meeting agendas, distributes materials
- Creates, distributes, and compiles data from surveys and other information requests
- Inputs the On Call schedules into the ROCA system and assists some divisions with schedule building
- Provides data entry support to the Divisional Director and physicians for the ARO
- Provides coverage for other divisional administrators as needed

**Minimum Qualifications**
- Minimum five years of administration experience in a clinical academic department
- Grade 12 supplemented with postsecondary or equivalent training

**Preferred Qualifications**
- Organization and time management skills
- The ability to troubleshoot, problem-solve, and multitask in a fast-paced environment
- Experience with calendar management and data entry
- Willing to learn new university administrative systems (shared services ticketing system)and adapt to change
- Self-starter, problem solver, strong organizational skills, ability to get along with and assist fellow colleagues

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 February 7, 2025, Edmonton, Alberta local time.