University of Alberta

Department Executive Assistant

Department of Obstetrics & Gynecology

Competition No.  -    S105235663
Posting Date  -    May 16, 2018
Closing Date  -    May 27, 2018
Position Type  -    Full Time - Operating Funded
Salary Range  -    $46,627 to $62,954 per year
Grade  -    07
Hours  -    35.00

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

The Executive Assistant provides comprehensive support for the Chair/Zone Lead of the academic Department of Obstetrics & Gynecology and the Women’s Health Lead (Chief) AHS at the Lois Hole Hospital for Women, as well as the general department, with functional reporting to the Administrative Professional Officer (APO).  This involves a high degree of prioritization and autonomous portfolio management as it relates to the tasks and schedules of these positions, and effective communication from these offices to the department members city-wide.

The department is comprised of 5 divisions, including a basic science group and a city-wide group of obstetrician/gynecologist generalists (located both on and off-site), and has close interaction with the Women and Children’s Health Research Institute (WCHRI) and the Women's Health Program (RAH). The department includes full-time academic faculty, clinical faculty, residents, postdoctoral fellows, graduate and undergraduate students, summer students, support staff, and research lab personnel.

The successful candidate's duties will include, but are not limited to the following: providing diversified executive administrative support, and acting as a primary resource for recruitment, onboarding, training and support for staff, faculty and other affiliated department members. This position will work collaboratively with the Faculty of Medicine and the broader department administrative support team.


  • Liaises between Chair/Zone Lead, Chief, APO and department/clinic faculty, staff, patients, students and external contacts
  • Provides administrative support (both academic and non-academic) and technical training/coordination for all support staff, and is a key resource for the department
  • Coordinates Chair/Zone Lead and Chief participation on numerous local, national, and international boards and committees, and organizes regular and special meetings as required; briefs on meeting materials/key issues; prepares agendas, meeting summaries (minutes), and other pertinent documents as required 
  • Acts as a resource for recruitment, onboarding, training and support for staff, faculty and other affiliated department members
  • Assists in preparation of manuscripts, grant applications, publications, abstracts and PowerPoint presentations
  • Maintains Curriculum Vitaes; assists with various monthly, annual and ad-hoc reporting
  • Monitors and prepares documents for Clinical Academic Appointments; supports HR reviews and reporting for both Chair/Zone Lead and Chief
  • Organizes the department's Research Day; assists with other department-related events
  • Assists in planning and management, as well as participates in special projects and events as identified by the Chair/Zone Lead, Chief and/or APO
  • Maintains the department website; assists staff and faculty with technology-related questions/problems and initiates a course of action to provide solutions; oversees, monitors, and troubleshoots the department’s IT, in cooperation with Information Systems (RAH) and MedIT/IST (University).
  • Completes travel, hosting and expense claims for reimbursement
  • Responsible for ordering/purchasing; conducts monthly Pcard reconciliations
  • Conducts both initiation and internal control for various financial transactions; processes deposits
  • Processes payroll information, timesheets, absence and leave reporting
  • Assists in the training of temporary and replacement staff
  • Schedules appointments, meetings and other related events
  • Maintains filing systems
  • Provides backup for Rounds Coordination and for support staff as required
  • Performs other general administrative duties and special projects as required


  • High school diploma supplemented by post-secondary business administration certificate; Bachelor’s degree preferred
  • Courses in medical terminology is an asset
  • Minimum 3 years progressive senior secretarial experience
  • 2 years University of Alberta experience preferred
  • 2 years supervisory experience preferred
  • Computer proficiency in a Windows environment using MS Office (Word, PowerPoint, Access, Excel), as well as graphics, scheduling, desktop publishing, Sharepoint, Google Docs, Outlook
  • Accurate typing speed of 65 wpm; transcription skills
  • Organizational and administrative management skills; attention to detail; strong composition and proofreading skills
  • Excellent communication and interpersonal skills coupled with problem-solving skills; effectiveness working independently or cooperatively as a team member
  • Initiative, intuition, and creativity
  • Adaptability to changing environment; flexibility to accommodate varying work-day demands
  • High level of tact and discretion; maintain and ensure absolute confidentiality
  • Understanding of University of Alberta and Alberta Health Services policies and procedures preferred

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.