University of Alberta

Undergraduate Program Secretary

Department of Family Medicine

Competition No.  -    S108636062D2
Posting Date  -    Aug 09, 2019
Closing Date  -    Aug 23, 2019
Position Type  -    Full Time - Grant Funded
Salary Range  -    $42,830 to $57,364 per year
Grade  -    06
Hours  -    35

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

Reporting to the Undergraduate Program Coordinator, this position provides general secretarial support to the Undergraduate Program. The incumbent will also provide secretarial support to the Director of the Undergraduate Program, the Clerkship Director, and Pre-Clerkship Director.

The Undergraduate Secretary role will have two main functions. The first function is providing support with the undergraduate program in areas such as recruitment for specific preceptors, physicians for clerkship, electives and small group facilitators. Organization is a key component for this role in order to succeed with managing the various schedules, room bookings, correspondence and communication between different groups.

The second function of this role is assisting the department with administrative matters such as collecting and distributing the mail, managing the office equipment, ordering office supplies, business cards and stationary. We seek someone with great attention to detail that strives for accuracy and completeness.


Undergraduate Duties

  • Develops and maintains master preceptor recruitment list for all undergraduate rotations and small group sessions
  • Supports recruitment of: family physicians for Physician discussion groups; physicians for Clerkship; Clerkship academic half-day facilitator recruitment including: Palliative care, MSK, Clinical Decision Making and Clerkship Project Presentations facilitators
  • Participates in all academic half-day sessions as Program Administrator
  • Schedules Clerkship rotations for students at urban teaching sites, working closely with the Office of Rural and Regional Health
  • Supports St. Andrews program by recruiting preceptors, scheduling students/education sessions and preparing handouts and manuals
  • Develops and maintains a current list of family medicine preceptors, including site availability, in metro Edmonton offering electives (hospitalist, palliative care etc.)
  • Schedules electives for both University of Alberta and visiting students at urban teaching sites including primary care hospital team, primary care obstetrics, palliative care, indigenous, inner city and sports medicine opportunities, working closely with Undergraduate Medical Education and staying within given budget
  • Invigilates 2-hour exams every two months
  • Prepares all rotation-related correspondence for distribution to students and preceptors
  • Supports all program orientation and educational session activities with room bookings, catering, preparation of materials, creating attendance logs
  • Prepares documents for all department initiatives in undergraduate education
  • Provides administrative support for the Undergrad Team meetings, including room booking, invitations to committee and preparation of detailed electronic documentation (agenda, minutes and any supporting documents)
  • Supports preceptor orientation through inviting the preceptors, catering, room bookings and all follow up communication
  • Other duties as assigned

Department Administrative Duties

  • Sorts and distributes department mail
  • Manages the department shredders
  • Manages photocopier contract
  • Orders supplies and stationary, business cards and coffee online using Supplynet
  • Other duties as assigned


  • Minimum of a High School Diploma supplemented by relevant coursework, training and experience; Post secondary diploma or degree preferred
  • One year related experience in Medical Education preferred
  • Highly developed written and verbal communication skills
  • Demonstrated skills with MS Office applications

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.