Division Program Support

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

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

This position offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and in-person work at North Campus Edmonton.

The Department of Medicine's Division Program Support area is dedicated to assist our 14 Divisions their faculty, staff and trainees with all general administrative duties within the department. The Department's Division Program Support - General Admin area will be the first point of contact for faculty, staff and trainees within the Department and will be a highly functioning team consisting of up to 8 positions reporting to the Academic Divisional Administrative Lead in the Department of Medicine.

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.

• Fields general inquiries for the divisions
• Serves as a resource for routine and general inquiries and procedures. Routes them to the appropriate individuals.
• Performs general administrative duties on behalf of the Divisional faculty members as required.
• Maintains electronic files and filing systems.
• Troubleshoots photocopier and phone issues; organizes service calls as required and maintains adequate levels of supplies for machines, including shredding services. Assists with routine travel arrangements, including completion of travel claims for payment where required.
• Sorts and distributes mail; arranges mail slots for new staff; schedules courier service, as required.
• Calendar management. Arranges meetings for faculty members via zoom, google meets or meeting rooms as required. ARO support - data entry.
• Updates CV's & teaching dossier – information to be provided by Faculty Member. ARO support - information to be provided by Faculty Member.
• Creation and maintenance of Procedure Manuals.
• Provides cross coverage within the DPS Group as well as the Division Admin. Supports (DAS) as required.
• May provide support for promotional packages, periodic and 3rd year review.

• Minute taking, transcribing minutes, creation of agenda's as required.

• High school diploma

• Minimum 2-3 years administrative experience in a clinical academic department. Excellent computer skills including proficiency in use of Google suite applications.
• 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.

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

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.