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administrative assistant

Job Description

Women & Children's Health Research Institute

This competition is open to all applicants however internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please indicate your internal status using the "Advertisement" drop down menu when applying.

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

This position has a term length of 12 months plus a day and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

This position starts at 20 hours per week.

Location - Work primarily takes place at North Campus Edmonton. This role is hybrid with a mix of remote and in-person.

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 Women and Children’s Health Research Institute (WCHRI) was founded in 2006 as a partnership between the University of Alberta and Alberta Health Services, with core funding from the Stollery Children’s Hospital Foundation (SCHF) and the Royal Alexandra Hospital Foundation/Alberta Women’s Hospital Foundation (RAHF/AWHF). Through the generous contributions of both foundations, WCHRI has been able to support the research excellence, training and development activities of investigators from a wide range of clinical and academic disciplines, all focusing their efforts on improving health outcomes for women and children in our province. WCHRI is the only research institute in Canada—and one of the few in the world—to focus on women’s and children’s health, including perinatal health. The Institute is considered to be a national authority and leader in women’s and children’s health issues. The scope and complexity of WCHRI is extensive—supporting over 430 members from 14 faculties and three colleges across the University of Alberta.

Position

Reporting to the Program & Governance Lead (PGL), the Administrative Coordinator will manage the Executive Director’s (ED) calendar and files, and is responsible for assisting with executive administrative duties associated with the institute; including directly for the Associate Director (AD) and Director, Operations (DO). This position will also manage the administrative HR tasks that are now required of the departments.

Duties

• Manage the complex calendars of the WCHRI ED, AD and other senior staff through scheduling, travel and itinerary planning. This involves a thorough understanding of priorities and strategies of the institute
• Coordinate meetings and committees/boards: attendees include senior representatives within the U of A, Alberta Health Services (AHS) as well as the SCHF, RAHF/AWHF, Alberta Health and various Government of Alberta ministries, national organizations such as the Maternal Infant Child and Youth Research Network (MICYRN) and the Partnership for Women's Health Research Canada (PWHR)
• Support the Program & Governance Lead in support and services to all staff – space, building access, equipment/furniture, software, document management, IT security, etc. and coordinate with relevant university units
• Undertake all HR activities for WCHRI that are not performed by HR including: initiating position documentation and contracts, creating and maintaining personnel files, and maintain the WCHRI organizational chart
• Manage/respond to the WCHRI email account
• Manage logistics for administrative and other internal Zoom meetings (registration, hosting, etc.) including Town Halls, EDI and all staff update meetings
• Support the Program & Governance Lead the planning and execution of WCHRI’s annual Research Day and annual Scientific Advisory Committee meeting

Minimum Qualifications

• Post-secondary education in business, communications, health administration, social sciences, information management or other related field
• Minimum 8 years progressive experience.
• Proficiency in Microsoft Office Suite and Google suite.
• Superior organizational, interpersonal and communication skills (oral and written)
• Ability to work in a fast-paced, constantly evolving environment
• Ability to work independently, with minimal oversight; comfortable making decisions
• Demonstrate ability to apply and adhere to strict confidentiality guidelines, FOIPP, records management protocols, and all relevant university policies
• Excellent organizational and time management skills along with established problem solving skills, accuracy and attention to detail
• Ability to work in a team environment
• A commitment to client service with a positive and professional approach

Preferred Qualifications

• Competent knowledge of Zoom an asset
• A good working knowledge of U of A and AHS policies and procedures would be 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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