Department Program Support

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

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

**Hours per week** 35

**Grade** 7

**Posted date** September 11, 2025

**Closing date** September 25, 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, but may be considered for a hybrid work arrangement after six months of employment.

**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 Office of Research is dedicated to assist faculty, staff and trainees with all administrative-related matters in the areas of Research and Graduate Education at the department level. The Department Program Support - Research will be the first point of contact for faculty, staff and trainees within the Department and will be a part of a highly functioning team consisting of 5 positions reporting to the Team Lead, Office of Research in the Department of Medicine under the guidance of the Associate Chair, Research and Associate Chair(s), Graduate and Postdoctoral Studies.

**Duties**
- Acts as the first point of contact for a program or service and responds to specific inquiries from students, faculty, and staff.
- Drafts and/or generates routine communications.
- Creates and maintains spreadsheets and/or databases and desk manuals.
- Reviews and prioritizes daily incoming correspondence and initiates or completes action depending on the complexity of the issue.
- Prepares standard and ad-hoc reports for the area.
- Establishes, maintains, and updates accurate records of student/faculty interactions, decisions, and/or actions taken.
- Provides administrative support for standing and special meetings: coordinates documents and agendas; serves as recording secretary to area/program committees and distributes meeting minutes.
- Manages department-specific research awards competitions and department-specific events (i.e. Research Day, recruitment information sessions, student orientations, and other program-related activities).
- Coordinates Visiting Speaker/Department Colloquia events.
- Assists with all program-related forms.
- Assists in course scheduling, room changes, inputting instructor names/sections on Peoplesoft. Liaises with Exams and Time Tabling.
- Registers students in department-specific restricted classes which require permission of the area and ensures continued registration in their programs.
- References policy and procedure information to solve issues or concerns (e.g. Faculty APC, GFC).
- Coordinates, reviews, edits, and submits all official additions/deletions/changes to the area's sections of the University Calendar to the Secretary to General Faculties Council.
- Research Support**:

- Pre-Award: Liaises with external and internal stakeholders for grant processes.
- Post-Award: Assists with amendments to end dates, change in funding, or other changes to project terms and conditions.
- Department-internal ethics approvals.
- Research Agreement process (i.e. material transfer agreements, data share agreements, etc.).
- Assists with the appointment and payroll process for Graduate Students, Postdoctoral Fellows, Academic Visitors, Summer Students, guest speakers, visiting students and consults with Shared Services as necessary.

**Minimum Qualifications**
- Possesses a post-secondary diploma with an administrative focus (2 years).
- Minimum 5 years administrative experience