MED Medicine Department
Competition No. - S100645626
Posting Date - Jul 26, 2021
Closing Date - Aug 03, 2021
Position Type - Full Time - Grant Funded
Salary Range - $42,830 to $57,364 per year
Grade - 06
Hours - 35
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 has an end date of one year plus a day from date of hire and offers a comprehensive benefits package which can be viewed at: Faculty & Staff.
This position reports to the Scientific Director of the Alberta SPOR SUPPORT Unit (“Unit”) who holds a faculty appointment based in the Department of Medicine. The Events and Operations Assistant will work within the operations team of the Unit, which is comprised of an Executive Director, Communications Manager and Grant Administration Coordinator. The Events and Operations Assistant will also assist project coordinators and managers in the rest of the Unit (located at the University of Alberta, University of Calgary and AHS) with events and meetings. This position requires an incumbent with excellent communication and organizational skills, a general knowledge of the Strategy for Patient-Oriented Research (SPOR), and an ability to apply that understanding to ensuring that the day-to-day operations of the unit run smoothly.
Coordinating the annual conference, including duties such as:
arranging venue, rentals and catering,
liaising with speakers for travel and accommodation bookings, contracts, expense reimbursement
technical testing and updating of the registration website, conference webpage, event web app or mobile app
tracking payments and invoices (eg. photographer, AV service)
liaise with sponsors and create finance forms/indents as needed
maintaining list of registrants and responding to any inquiries
tracking abstract submissions and reviewer feedback
setting up evaluation forms
Coordinating any training event or workshops, including duties such as:
booking rooms (appropriate size, equipment etc.)
arranging and ensuring payment for any catering
fielding inquiries about the events
Promotion of events, including:
creating schedules for and drafting tweets for the Unit twitter account, using relevant stakeholder tagging.
advertising events through appropriate channels through electronic boards, flyers, newsletters, listservs, mailouts
Establishes and maintains good communication and working relationships with Unit staff and partners, including staff at Alberta Innovates; Strategic Clinical Networks; the Universities of Alberta, Calgary and Lethbridge; Alberta Health Services; and Alberta Health
Assist the Grant Administration Coordinator with corporate card reconciliations, purchase orders, petty cash, eForms, customer invoices, bill payments monthly telephone and fax billings, and fielding queries about overdue payments and billing inquiries, tracking equipment and other orders and receipts
Assists with maintaining the Unit operational files, i.e. modifying and maintaining efficient paper and electronics filing systems identifying and implementing process improvements within the program to track and maintain an excellent filing system
Assists with scheduling of meetings for Unit staff, who often teleconference or Zoom with parties outside of Edmonton; requires communications with meeting attendees to set up a convenient time (eg: Doodle Poll), emails to confirm time and provide meeting details (including agenda, previous meeting notes, teleconference logistics etc.)
Attends certain meeting to take minutes and distribute them after the meeting in a timely manner
Assists with travel arrangements for Unit staff; prepares travel claims and expense reimbursements
Performs general office duties such as: managing phone calls by providing prompt and pertinent information, addressing unexpected/urgent requests as needed, and ordering and maintaining office supplies and services, photocopying
Assists Unit staff with the creation of various Word, PowerPoint, and Excel documents
High School Diploma supplemented with an office administration diploma/certificate
5 years of related experience providing administrative support in a research environment
Experience with event planning and coordination including vendor management
Excellent written and oral communication skills, interpersonal skills, accuracy and attention to detail, time management and organizational skills are required
Knowledge of the University of Alberta campus policies and procedures
Knowledge of the Alberta SPOR SUPPORT Unit is preferred
One or two years related experience in an academic environment is preferred
Experience with applications including TAMIS, Peoplesoft and MS Office
Able to work independently and in a team environment
Ability to demonstrate confidentiality with a professional approach
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.
The University of Alberta is committed to an equitable, diverse, and inclusive workforce. 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.