MED Obstetrics And Gynaecology
Competition No. - S105245664
Posting Date - Jul 23, 2021
Closing Date - Jul 30, 2021
Hourly Rate - $23.53 - $31.52
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 is located at the Lois Hole Hospital for Women (LHHW), located within in the Royal Alexandra Hospital, as well as may be working remotely.
This position has an end date of November 30, 2021.
This position encompasses specific administrative tasks for the Division of Gynaecology, reception, general office duties, mail distribution and back-up administrative support. These duties are integrated to provide comprehensive delivery of services to the Department. This position, currently under the supervision of the Academic Department Manager, Department of Obstetrics & Gynaecology, is the first point of contact for all inquiries and visitors to the Department. A broad range of duties is required of the role, including involvement in research project reporting and providing general administrative supports for the smooth daily operations of Departmental activities. This position will interact with many different external and internal stakeholders.
Administrative Support for Gynaecology:
Primary point person for calendaring for all Division activities inclusive of journal clubs, retreats, strategic planning meetings, appointments, Division meetings, etc
Mail review ensuring items are identified and addressed
Curriculum vita updates and providing updates to be included on other Departmental information sources
Planning and communicating of Resident education meetings, agenda preparation, and materials preparation
Provides assistance with research paperwork ensuring all items are completed, as well as scheduling of research meetings
Assists Instructors in printing exams, course outlines, handouts, etc., as required. Provides research administration support for grants inclusive of: grants completion, organization letters of support, obtains appropriate signatures (from applicant, Department, Faculty, University and others as needed)
Award processing for successful granting applications; complete paperwork for transference of funds as well as follow the PeopleSoft process for transfers and expenditures
Preparation of annual grant reports once the grant is active
Manages research funds, end dates, record retention, reconciliation monitoring eligible and ineligible expenses and over-expenditures
Ensures research projects files are organized and maintained for the duration of the project
Ensures existing and proposed UAPPOL policies and procedures are followed. Communicates effectively with internal and external collaborators for funding agencies. Coordinates travel arrangements, books flights, hotels and ground transpiration and prepares a travel folder, which includes flight itinerary, reservations, etc
Acts as the first point of contact for the Department, answering a variety of inquiries from the general public, Resident physicians/fellows and staff
Manages the mailroom for the Department; sorting and distribution of all mail for members of the Department and proper functioning of the office equipment including photocopier, printers, fax, phones, and deals with service requests when required. Responsible for supply management, inclusive of ordering supplies, overseeing supply stock, etc, and maintaining inventory
Management of the conference rooms, books meeting requests or provides booking assistance and oversight. Accept, alter, reject, delete, or hold booking requests via the web or by personal request (automatic e-mail response is generated by aforementioned action). Monitor forms or provide guidance on location and use of forms
Responsible for maintaining department phone and address lists for distribution Including electronic director/es for the University of Alberta
Facilities Management Contact which includes ordering of signage, advising when items require to be addressed, logging requests for services, and contact for paper shredding and other services
Submits requests for IDs and Keys and assists in ensuring staff are provided guidance with these items
Responsible for maintaining the Department's website
Division Research Day, Rounds and Events Support
Ensures booking, follow-ups, scheduling, for Research Day, ensuring all flyers/pamphlets, etc. are developed
Ensures events are advertised, RSVPs, etc., contacts internal and external parties involved
Orders catering for events, ensuring proper adherence to UofA and RAH site procedures; works with the Division Research Day lead to ensure all details are addressed
Sends out call for posters and presentations; develops Research Day materials
Assists with Rounds as required and defined under UGME and PGME
Provide general events support under the direction of the Academic Department Manager
Assists with reconciling operating accounts and preparing monthly reports
Travel & Expense Claims (Non-Employee/Employee)
Provides guidance and assists students and staff with entering travel & expense claims Into PeopleSoft Module; completes paper claims for non-employees as required
Corporate Purchasing Card (MasterCard); assists with reconciling corporate purchasing card accounts on a monthly basis. Ensures appropriate coding, modifying coding as directed and required; ensures receipts and signatures are attached to all statements
Other financial duties as required and necessary
Post-secondary education preferred; a business diploma/administrative diploma preferred; equivalent combinations of education and experience will be considered; minimum High School diploma
A minimum of two to three years of related office experience; experience at an educational institution preferred
Demonstrated expertise with Microsoft Office application, particularly Word, Outlook, Excel and PowerPoint; Google calendaring
Experience in using PeopleSoft financials, beneficial
Excellent communication (both written and verbal), attention to detail, ability to multi-task; superior organizational skills and excellent interpersonal skills are essential
Ability to work Independently and function as an effective team member
Knowledge of the University of Alberta's policies and procedures is an asset
Medical terminology is an asset
Website knowledge an asset
Applicants that do not submit a cover letter will not be considered.
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.