Department Program Support - Research

MED Medicine Department

Competition No.  -    S104648879
Posting Date  -    Oct 27, 2022
Closing Date  -    Will remain open until filled.
Position Type  -    Full Time - Grant Funded
Salary Range  -    $47,210 to $63,741 per year
Grade  -    07
Hours  -    35

This position is a part of the Non-Academic Staff Association (NASA). 

This position offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

This competition will be used to fill up to 3 positions.

Location: This role is hybrid with a mix of remote and in-person and work primarily located at North Campus, Edmonton.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Department/Faculty Summary

The Department of Medicine is the largest department in the Faculty of Medicine and Dentistry at the University of Alberta with over 250 academic faculty members and over 400 trainees (graduate students, postdoctoral fellows and residents). In 2021-22, our researchers secured over $12.8 million in newly awarded tri-council funding, published in numerous high-impact journals and won a number of prestigious awards.

Position Summary

The Department of Medicine’s Office of Research is dedicated to assist faculty, staff and trainees with all administrative-related matters in the areas of Research and Graduate Education at the department level. The Department Program Support Research Services Support will be the first point of contact for faculty, staff and trainees within the Department and will be a part of a highly functioning team consisting of 4 positions reporting to the Team Lead, Office of Research in the Department of Medicine under the guidance of the Associate Chair, Research and Associate Chair(s), Graduate Studies.


  • Acts as the first point of contact for a program or service.
  • Responds to specific inquiries about programs from students, faculty and staff.
  • Provides information on aspects of an academic program to current students (e.g. course inquiries).
  • Screens, directs and processes phone, electronic and in person queries.
  • Drafts and/or generates routine communications. Gathers information from office records to draft emails, memos, and other documents for supervisor review.
  • Manages correspondence for the program or service. Reviews and prioritizes daily incoming correspondence and initiates or completes action depending on the complexity of the issue.
  • Prepares letters, emails and other documents for the area. Proofreads and reformats documents.
  • Produces technical, graphic and/or slide presentations requested by faculty for teaching or research purposes.
  • Assists department members with manuscript and technical typing related to research activities, including equations, graphs, charts and color slide productions.
  • Creates and maintains spreadsheets and/or databases. Prepares standard and ad-hoc reports for the area. Designs and develops customized reports for specific needs.
  • Maintains area records. Establishes, maintains or updates files.
  • Sends out surveys or information requests. Compiles submissions for review. Organizes meetings on behalf of the area.
  • Provides administrative support for standing and special meetings. Coordinates documents and agendas. Anticipates and prepares supporting materials. Distributes meeting minutes.
  • Serves as recording secretary to area/ program Committees.
  • May manage area specific processes or events (e.g. award submission, social event, etc.)
  • Maintains accurate records of student interactions, student related decisions and/or actions taken.
  • Coordinates Visiting Speaker/Department Colloquia events.
  • Schedules and organizes recruiting information sessions, student orientations, welcome receptions, student conferences, and other program related activities. Initiates appointments of Teaching Assistants and Graduate Research Assistants as directed.
  • Assists in course scheduling, room changes, inputting instructor names/sections on Peoplesoft.
  • Provides occasional support to individual faculty (e.g. preparing classroom materials, and maintaining course syllabi).
  • Registers students in restricted classes which require permission of the area. Uses Campus Solutions to problem solve and troubleshoot errors in the course schedule.
  • References policy and procedure information to solve issues or concerns (e.g. Faculty APC, GFC).
  • Updates class restrictions and coding in Campus Solutions.
  • Liaises with Exams & Timetabling (ETT) to confirm, change, and create the class schedule.
  • Schedules consolidated midterms, final exams and all special exams.
  • Coordinates, reviews, edits, and submits all official additions/deletions/changes to the area’s sections of the University Calendar to the Secretary to General Faculties Council.
  • Consults with Shared Services as necessary on processes regarding visiting professors, post- doctoral fellows, self-funded researchers, guest speakers, research award recipients and visiting students.
  • Expert in Grant Processes for numerous granting agencies:
    • Communicate with external/internal funding agencies to ensure current knowledge.
    • Shepherding Co-PI signature process and document support - i.e. compliance documentation, etc.
  • Research Finance:
    • Pre-Award: Assist in budget development for grant applications
    • Pre-Award: Navigation of grant process and ensure grant application completeness
    • Pre-Award: Ensure appropriate and timely sign-off of grant applications
    • Post-Award: Assist in grant budget management and end dates to ensure no O/E
    • Post-Award: Assist in grant budget reporting requirements Support for Common CV.
  • Assistance with Abstracts. Ethics and Ethics Approvals.
  • AHS Operations approvals for Research in Clinic/knowledge of who approves for various areas within AHS.
  • Grad Student, Post-Doc appointments & Academic Visitors.
  • For Academic Visitors completing the FVCA, completing letter of appointments, CCID, eForm.
  • May provide guidance/support for Clinical Trials processes.

Qualifications/Knowledge Level

  • High school diploma plus administrative diploma/certificate.
  • Minimum 5 years administrative experience in a clinical academic department.
  • Excellent computer skills including proficiency in use of Google suite applications.
  • Willing to learn new university administrative systems (shared services ticketing system) and adapt to change.
  • Self-starter, problem solver, strong organizational skills, ability to get along with and assist fellow colleagues.

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.