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Administrative Assistant

2 weeks ago

Edmonton AB TG B, Canada University of Alberta Full time $60,000 - $90,000 per year

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

This position has a term length of 18 months and offers a comprehensive benefits package.

Location - This position will have a 6-month probationary period, during which time will be required to work full-time in-person on the University of Alberta north campus. Following completion of the probationary period, the incumbent may apply for a hybrid work arrangement under the University of Alberta Work from Home Program.

The Department of Pediatrics at the University of Alberta is a leading centre for pediatric education and research in Canada. In partnership with the Stollery Children's Hospital and community pediatrics across Northern Alberta, we provide exceptional care for children, youth, and families. Guided by our values of compassion, growth, and health equity, our team advances pediatric care through innovative research, accredited training programs, and unique learning opportunities led by dedicated faculty.

Reporting to the Academic Administrative Team Lead, the Administrative Assistant position will support faculty members by managing schedules, coordinating correspondence, and keeping research and academic activities on track. You'll balance multiple priorities with professionalism and confidentiality while supporting teaching, research, and clinical innovation work across pediatric subspecialties.

We're looking for someone who thrives in a fast-paced environment, works well independently, and enjoys being part of a supportive team. If you're eager to use your organizational skills to make a difference in pediatric care, research, and education, we'd love to hear from you

The Faculty of Medicine & Dentistry is one of the world's top academic health science centres. With 21 departments, multiple research institutes and centres, and a focus on excellence in education, research, and clinical care, the faculty trains outstanding medical and dental professionals and drives global health innovation in collaboration with partners across sectors.

  • Be the go-to administrative support for faculty-led research projects, including support for literature searches, journal reviews, ethics submissions, and grant applications.
  • Bring ideas to life by creating polished presentations, posters, reports, and CVs that showcase our faculty's work.
  • Help share knowledge by preparing summaries, reports, and materials for use with conferences, workshops, and publications.
  • Keep projects on track by managing budgets, abstracts, and research documentation with precision.
  • Own the calendar—juggling meetings, teaching schedules, call rotations, and travel plans with ease.
  • Make meetings matter by coordinating logistics, preparing agendas, and recording minutes when needed.
  • Keep communication flowing by drafting, editing, and tracking correspondence, ensuring deadlines are always met.
  • Stay organized by maintaining electronic and paper filing systems, office protocols, and desk manuals.
  • Support faculty on the move by arranging travel, preparing itineraries, and processing expense claims.
  • Manage the dollars and details—tracking invoices, reconciling expenses, and supporting research account management.
  • Contribute to the bigger picture by gathering information for annual reports and divisional updates.
  • Provide team cross-coverage and support with administrative tasks across the department as needed.

Minimum

  • A high school diploma, supplemented by secretarial and/or administrative coursework.
  • Proficiency with MS Office (Excel, Word, Outlook, Access, PowerPoint) and Google applications (Gmail, Calendar, Docs, Sheets, Slides)
  • 1+ year of related office/administrative experience, ideally within an academic or research setting.

Preferred

  • Organization, problem-solving, and time management skills to balance priorities and keep things on track.
  • Excellent communication skills (both written and verbal), along with strong interpersonal abilities that help you build positive relationships.
  • The ability to work independently while also contributing as part of a supportive team.
  • A strong commitment to client service, with a professional, approachable, and solutions-focused attitude.
  • Familiarity with reference management tools (e.g., EndNote) and research search engines (e.g., PubMed, Cochrane).

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.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

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

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L'Université de l'Alberta s'engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l'université à postuler.