University of Alberta

Executive Assistant, Associate Dean MD Program

Faculty of Medicine & Dentistry - Undergraduate Medical Education

Competition No.  -    S104632530D3
Posting Date  -    May 16, 2018
Closing Date  -    May 29, 2018
Position Type  -    Full Time - Operating Funded
Salary Range  -    $49,958 to $67,451 per year
Grade  -    07
Hours  -    37.5

This position offers a comprehensive benefits package which can be viewed at Faculty & Staff Benefits.

The Executive Assistant to the Associate Dean, MD Program is the direct and primary support to the Associate Dean, and plays a key role in the management and efficiency of the Associate Dean's Office and MD Program administration.

The Executive Assistant manages the Associate Dean's calendar, deadlines, briefing materials, travel schedule, drafts correspondence and makes decisions on priorities for the Associate Dean's schedule, including decisions of necessity, appropriateness, or delegation of meeting requests. The position also manages the Academic Standing Committee (ASC) and MD Curriculum and Program committee (MDCPC) and is the steward of related documentation, coordinator of other Associate Dean committees’, the Associate Dean's correspondence and expenditure reconciliation.


Manages the Associate Dean’s activities

  • Acts as the main contact for all inquiries and communications to the Associate Dean
  • Prepares briefing materials for the Associate Dean's meetings and committees
  • Coordinates the Associate Dean's travel; processes the Associate Dean’s travel and expense claims
  • Manages assignment of the delegation of the Associate Dean's signing authority for the Associate Dean's absences
  • Manages the Associate Dean's events such as retreats, receptions and development-related events
  • Responsible for ensuring the timely and accurate completion of annual reporting to the Association of Faculties of Medicine of Canada, specifically for Undergraduate Medical Education
  • Responsible for posting communication in Medical Student Information System (MedSIS)
  • Prepares documentation for quarterly reporting to Faculty Council Meetings
  • Administers University course and calendar changes for the MD Program
  • Coordinates the overall ASC Committee process that includes stewarding ASC rules, applications and interpretations
  • Performs other administrative duties as required which includes, but is not limited to: scheduling, distributing and taking minutes, arranging catering, and booking facilities

Academic Standing Committee

  • Manages the overall Academic Standing Committee (ASC) process that includes stewarding University Calendar rules; collates information for students with academic deficiencies; schedules ASC meetings and manages deadlines; coordinates the receipt of, duplication, and distribution of student academic information; ensures student supporting documentation is in place; provides report of meeting outcome to Faculty Academic Standing Committee
  • Receives requests for voluntary withdrawal (leaves of absence)
  • Responsible for the completion and submission of statistical reports to the Dean’s Office upon completion of the ASC process

 Committee Support

  • Manages agendas, schedules for committee meetings and membership
  • Compiles support documentation and distributes to members
  • Coordinates the election processes and manages the voting process

 Administrative Management

  • Manages the Associate Dean's events such as retreats, and volunteer appreciation events (patient/educator)
  • Ensures compliance to FOIPP and other regulations, policies and reporting requirements
  • Manages an effective correspondence system for the Associate Dean's documents
  • Provides support for communications activities

 Financial Administration

  • Coordinates the Associate Dean's travel and expense claims
  • Reconciles the expenses associated with the Associate Dean's activities


  • Diploma or Bachelor's degree in education or business administration preferred; equivalent combinations of education and experience will be considered; minimum High School Diploma
  • 4 or more years of related experience, preferably in a post-secondary environment
  • Strong interpersonal skills with excellent verbal and written communication skills
  • Proficient with Google Apps; Microsoft Office; experience using PeopleSoft and SupplyNet is an asset
  • Demonstrated organizational and multi-tasking experience
  • Strong commitment to confidentiality and professionalism; experience working on sensitive issues
  • Ability to work independently with superb time management skills while still being able to work as part of a large team
  • Strong organizational skills with a high level of accuracy and attention to detail
  • Ability to make timely decisions and act on individual initiative
  • Demonstrated competencies in the areas of: professionalism, results orientation, leadership, organizational understanding, teamwork, and flexibility/adaptability

Along with a resume, please include a cover letter indicating your expression of interest. Submissions without a cover letter will not be considered. 

How to Apply

Apply Online

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.