11 Jun

Administrative Assistant Dean Office Jobs Vacancy in University Calgary Calgary

Position
Administrative Assistant Dean Office
Company
University Calgary
Location
Calgary AB
Opening
11 Jun, 2018 14 days ago

University Calgary Calgary urgently required following position for Administrative Assistant Dean Office. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

Administrative Assistant Dean Office Jobs Vacancy in University Calgary Calgary Jobs Details:

The Dean's Office in the Cumming School of Medicine is currently seeking a Full-time Regular Administrative Assistant.

Reports to the Vice Dean, Cumming School of Medicine.

This position will take on a leadership role to deal with unexpected, urgent matters. Will work in an environment where there is continuous change, multiple projects, and shifting priorities. Self-motivated and able to meet deadlines with minimal or no supervision. Deals with sensitive and confidential information on a regular basis.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Organize and coordinate all activities in the Dean's Office
  • Responsible for coordinating and planning complex events and ensuring programs are all delivered on time and within budget, applying sourcing expertise to deliver cost-savings
  • Conduct article/literature searches as required
  • Interact on a daily basis with a wide range of visitors and incoming patient/general public telephone inquiries about CSM and the University of Calgary
  • Interact on a continuous basis with the personnel of the Dean’s Office, CSM, Research, Finance and Integrated Services
  • Does follow-up with Integrated Services (PeopleSoft) on items expensed but not been paid, also follow-up on purchase order and vendor inquiries
  • Demonstrated ability to build productive relationships and constructively solve problems
  • Self-directed and able to manage simultaneous deadlines
  • Ability to act decisively and to exercise a high degree of initiative and judgment, especially regarding confidential issues
  • Ability to work well under pressure, prioritize work and meet deadlines
  • Strong interpersonal skills and ability to work with multiple stakeholders, responsibilities and projects
  • Ability to work independently with minimal direction
  • Excellent communication skills, both written and verbal
  • Prepares and submits Travel & Expense claims and P-Card expenses, as well as PER expenses
  • Preparing all correspondence and presentation materials in a professional and accurate manner ensuring that deadlines are met
  • Work with key investigators, coordinators and research assistants of various clinical trials in coordinating various components of research projects
  • Assist in preparing necessary documentation for recruitment of research coordinators and assistants on various projects
  • Monitor research funding and budgeting resources
  • Order supplies and computing equipment for various clinical trials
  • Work closely with nurse coordinators in maintaining weekly patient clinics
  • Receive, maintain and distribute patient test results to the appropriate clinics
  • Handles inquiries and locates information and other materials/resources as needed
  • Prepares confidential meeting notices, reminders, agendas, minutes and materials, distributes as directed
  • Prepares doodle polls and calendar invites for ongoing infrastructure, administrative and facilities management meetings for Executive Director
  • Prepares and maintains ongoing calendar invites of meetings related to the Vice Dean at CSM
  • Help with the graduation ceremonies for Cumming School of Medicine

Qualifications / Requirements:

  • Post-secondary education preferred
  • Minimum 5 years administrative experience with emphasis on organization and ability to multi-task and meet deadlines
  • Previous experience in a University setting would be an asset
  • A combination of education and experience may be considered
  • Experience working with principal investigators and clinicians
  • Demonstrated understanding of the University of Calgary and Cumming School of Medicine mission and values
  • Ability to work independently in a fast-paced environment with constantly shifting priorities
  • Demonstrates strong communication and team skills
  • Excellent organizational, analytical and problem-solving skills, communication and team skills
  • Respect for confidentiality is essential
  • Required knowledge and proficiency in computer programs, as well as knowledge of university core business administration system (PeopleSoft and eFin)
  • High level of proficiency in MS Office environment
  • Demonstrate high degree of accuracy and attention to detail
  • In depth understanding of the University of Calgary and the Cumming School of Medicine missions and values
  • Respect for confidentiality is a high priority

Application Deadline: June 18, 2018

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.


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