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administrative assistant

Job Description

MED Family Medicine

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.

Working for 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 teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for the Department/Faculty

The Research Program of the Department of Family Medicine promotes, supports, creates, and disseminates research knowledge and scholarly activity in the discipline of family medicine. It also aims to enhance the research skills of faculty members, residents, and students.

Position

The Research Administrative Assistant provides support to a busy Research Program office and the research activities of faculty members and researchers in the department. This position provides HR administration support to approx. 12-15 faculty members who are actively engaged in research in the department, and provides coverage for the department HR administrator during absences.

Duties

• Provide comprehensive administrative support to the Director of Research and the Associate Director of Research.
• Provide administrative support for research-related activities, such as preparation of research proposals, grant applications, study instruments (questionnaires, etc.), manuscripts for publications, tabulated data, progress reports, Common CVs, general correspondence, etc.
• Assist with the coordination of the research grant application and submission process, ensuring that the required information is obtained and formatting is followed.
• Administer Human Resources activities related to research support staff and student appointments; assist with submitting job descriptions for evaluation, arrange applicant interviews, process support staff appointment forms, process payroll timesheets using PeopleSoft, ensure on-boarding and off-boarding activities are followed.
• Collect and analyze HR metrics relevant to the program and prepare reports for leadership.
• Produce research presentations (e.g. PowerPoint slides, research posters).
• Provide administrative support to the Research Committee; prepare and distribute meeting notices, agenda packages, and record meeting minutes.
• Track research grant submissions, funded research grants, research and scholarly publications, and presentations made by faculty members and researchers, and produce summary reports of research metrics.
• Compile and maintain an up-to-date list of relevant conference submission deadlines and inform faculty members of upcoming deadlines.
• Respond to research-related queries and requests from faculty members and research staff.
• Provide administrative support to the Awards Committee in adjudicating the various internal and external awards available to departmental faculty, residents, and medical students; send email notifications of award criteria and deadlines, recruit reviewers for adjudicating awards, receive award applications, send applications to reviewers and compile summary of reviewers' scores, prepare and distribute meeting notices and agenda packages to committee members, record committee decisions, notify applicants of award decisions.
• Work with faculty and staff to organize special events (e.g. arranging travel, catering, booking facilities, and publicizing events).
• Assist in compiling, formatting, and editing the Research Annual Report.
• Provide updated information for the research section of the Family Medicine website.
• Maintain the Research Office filing system.
• Assign photocopy codes and track photocopier use.
• Act as a financial backup for processing research expenditures and preparing project budget reports, as required.
• Other duties as may be required from time to time.

Qualifications

• Minimum of a high school diploma; administrative or HR diploma/certificate or related post secondary education is strongly preferred.
• Three years of administrative experience in an academic/research setting.
• Formal training and demonstrated advanced working knowledge and experience with Microsoft Word, including use of merge/sort, columns/ tables, and graphics functions.
• Formal training and demonstrated advanced working knowledge and experience with PowerPoint, Excel, and Adobe Acrobat Pro.
• Experience or training in graphic design.
• Proficiency with PeopleSoft applications (OASIS, HCM, FINANCIALS).
• Familiarity with NASA Collective Agreement.
• Excellent organizational, time management, communication (written and oral), and interpersonal skills.
• Ability to multitask.
• Ability to work with minimal supervision.
• Knowledge of reference citation formatting preferred.
• Know l edge of health research and medical terminology an asset.

How to Apply

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

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

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