University of Alberta

Administrative Assistant

Department of Pediatrics

Competition No.  -    S100839721
Posting Date  -    Aug 13, 2019
Closing Date  -    Aug 27, 2019
Position Type  -    Full Time - Grant Funded
Salary Range  -    $42,830 to $57,364 per year
Grade  -    06
Hours  -    35

This posting is being used to fill 2 vacant positions.

This position has a term length of 1 year, with the possibility of extension, and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

The Department of Pediatrics within the University of Alberta is one of Canada's leading academic pediatric institutions in medical education and pediatric research. We also work in conjunction with the Stollery Children’s Hospital to provide leading edge clinical care. Key components of our success are the services provided by our team of Administrative Assistants who provide vital support to our researchers and physicians.

Reporting to, and working closely with the Divisional Administrative Services Team Lead, the Administrative Assistant provides support to multiple faculty members within the Department of Pediatrics in their administrative, research and academic work. A typical day would include scheduling meetings, maintaining calendars, scheduling learners, dealing with incoming mail and faxes and updating curriculum vitae (CV).


  • Provides day-to-day administrative and academic support to Faculty within the department of Pediatrics Assists in developing and implementing department administrative processes
  • Transcribes and proofreads confidential administrative correspondence; generates correspondence for signature and ensures all attachments are in order
  • Transcribes notes into appropriate format for peer review, manuscripts and book chapters Arranges meetings, conferences and visiting speaker itineraries
  • Prepares and coordinates travel itineraries; processes travel claims, reimbursements and hosting claims Assists with meetings and other divisional functions; creates agendas, prepares meeting materials and minutes
  • Ensures proper AV equipment is available, arranges catering and payment of invoices, including the assignment of account codes, etc.
  • Manages and ensures distribution of monthly and yearly call/service schedules; completes and submits the monthly Specialist on Call form
  • Assists with the updating and maintenance of faculty member’s CVs
  • Provides basic assistance with promotion packages and annual reports; collects information throughout the year to be recorded in the Annual Report
  • Assists with the coordination of research related activities to ensure strict timelines and target dates are met for peer review of papers/grants, grant submissions and reporting
  • Provides a variety of clerical and administrative duties including managing phone calls by providing pertinent and prompt information as needed, photocopying and filing


  • Minimum High School Diploma, supplemented by post-secondary coursework in office administration; medical specialization is an asset; equivalent combinations of education and experience will be considered
  • 3 years of related experience; experience in an academic environment is an asset
  • Strong communication (verbal and written), interpersonal and organizational skills
  • Ability to work effectively independently and in a team environment
  • Computer proficiency in Windows using MS Office (Word, Excel and PowerPoint) and Google Apps is an asset
  • Fast and accurate typing speed (minimum of 50 WPM) with a high level of accuracy and attention to detail
  • Excellent spelling, grammar, editing and proofreading skills
  • Ability to demonstrate confidentiality with a positive and professional approach
  • Knowledge of UAPPOL.  Proficiency with University of Alberta policies and procedures is an asset
  • Knowledge of Canadian Common CV is an asset
  • Competent and efficient; ability to multitask, take initiative with tasks and work in a team environment

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.