Administrative Assistant

This competition is open to all applicants; however, internal applicants will be given priority consideration based on minimum qualifications, or a combination of experience, skills, and abilities before external applicants are considered.

This position has a term length of 1 year plus 1 day, with the possibility of extension.

Location - This role is hybrid with a mix of remote and in-person work. Work primarily takes place at North Campus Edmonton.

The Canadian VIGOUR Centre (CVC) is a leading academic research organization at the University of Alberta, committed to enhancing cardiovascular health. Our Centre provides leadership in clinical trials of cardiovascular therapies, as well as developing selected registries and informing clinical practice through insights gained from population health data. The Centre's vision is to "generate, translate and disseminate knowledge on novel diagnostic and therapeutic strategies in cardiovascular medicine acquired through collaborative research to enhance the health of citizens of Alberta, Canada, and the world."

• Assisting the CVC Directors in prioritizing and meeting their responsibilities and ensuring materials required for tasks are obtained and available on acceptance of presentations and academic visits (i.e. abstracts, bios, etc.).
• Maintaining the academic curriculum vitae (CV) and narrative CV of Directors. Updating CVs based on information from various sources such as calendars, publications and events.
• Conducting regular searches of bibliographic databases (such as Scopus) and other media sources to identify publications and research products.
• Provides bespoke versions of CVs for grant applications, faculty and CVC annual reports, and end-of-grant reports.
• Maintaining the Directors' calendars and synchronizing activities between the calendars and CVs.
• Coordinating and tracking research trainees' status.
• Handling calls and correspondence, including arranging meetings and related necessities (meeting rooms, reservations, catering, beverages, etc.).
• Creating and maintaining a tracking system (to-do list), ensuring all timelines are met on commitments to presentations, meetings, and conferences.
• Making travel arrangements and detailed itineraries for academic travel during out-of-town business trips, and providing Directors with suggested departure/arrival plans for accepted meeting/presentation invitations, as well as requirements and deadlines for requested materials.
• Assisting with the organization of continuing medical education projects, including communication with key participants, developing, drafting, and editing materials, re special events, e.g. Distinguished Visitor Series.
• Assisting with preparing and submitting manuscripts to online Journals (EHJ, JAMA, Circulation, American Heart Journal, CMAJ, JACC) for Directors and CVC faculty.
• Proofing and reviewing galley proofs of accepted manuscripts for publication; noting and advising Directors of discrepancies and queries from the publishing journal.
• Maintaining a database for publications for all faculty of CVC and Directors.
• Providing support for standing and special meetings with agendas, schedules, minutes and action plans and distributing meeting minutes.

Administration (75%)

• Responding to multiple and frequent competing requests for the Director's time, with weekly oversight from them in triaging their time and establishing priorities. Resolves calendaring conflicts.
• Developing an itinerary and meeting all presentation requirements. Tracking timelines of required materials (i.e. abstracts, etc.).
• Developing complex presentations and documentation for Directors.
• Maintaining calendars and scheduling activities.
• Planning and coordinating travel and conference arrangements
• Assisting with the development and completion of reports for a variety of purposes (declarations of conflict of interest, completion of required documentation before presentations, including abstract preparation, key objectives, current and updated biographies and curriculum vitae).
• Developing and providing the Supervisor with a weekly summary of tasks and assignments with supporting documentation if required.
• Preparing expense reports and tracking travel-related expenses and general expenses.

Academic/Research Administration (15%)

• Assisting with editorial and editorial board responsibilities in submitting manuscripts and manuscript reviews to various medical journals (i.e. European Heart Journal, American Heart Journal, Journal of the American College of Cardiology, Circulation, Canadian Medical Association Journal, and Journal of the American College of Cardiology).
• Ensuring compliance with journal requirements, tracking submission status, reviewing galley proofs for accuracy on accepted publications, and advising on discrepancies between submission and proof before print.
• Tracking all submissions electronically and ensuring updates are entered on the curriculum vitae and files are transferred electronically.
• Creating files, logging on the tracking system, ensuring the completed review meets the deadline date and completing the required score sheet for manuscript reviews and new manuscripts.
• Creating or enhancing figures for manuscripts, as needed
• Creating and obtaining permission from external sources for the republishing of figures and/or tables, and ensuring approval is received before print.

Event Management (10%)

• Assisting with continuing medical education activities related to the Distinguished Visitor series and other meetings
• Assisting with the preparation of the program for submission to sponsors.
• Drafting invitations to faculty, including details of honoraria for approval by Directors and sponsor(s).
• Communicating with visitors, speakers, faculty, sponsors and facilitators as required.
• Ensuring appropriate bookings are made for a) meeting room(s), b) hotel, c) restaurant(s) and d) transportation.
• Prepares briefing materials for meetings and committees.
• Coordinating travel arrangements for staff, trainees, and visitors.

Minimum Qualifications:

Education:

• High school diploma, supplemented by post-secondary coursework or training in office administration and medical terminology; Office Administration Certificate.

Experience:

• Minimum 2 years of related office experience
• Computer proficiency (expert level) in a Windows environment using MS Office applications Word, Excel, PowerPoint, Outlook) and reference tools
• Graphical design experience using tools such as InDesign
• Familiarity with bibliographic databases, software and metrics

Considered an Asset:

Abilities:

• Strong ability to prioritize and manage multiple competing requests.
• Excellent planning, organizational and time management skills.
• Proven communication and interpersonal skills (friendly and positive demeanour) with the ability to provide clear, concise and accurate information in response to complex inquiries.
• Ability to demonstrate communication skills that promote respect and a positive team environment in a highly demanding environment.
• Ability to accommodate competing and changing workload demands.

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

The Faculty of Medicine & Dentistry is one of the world’s top academic health science centres. With 21 departments, multiple research institutes and centres, and a focus on excellence in education, research, and clinical care, the faculty trains outstanding medical and dental professionals and drives global health innovation in collaboration with partners across sectors.

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. 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.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.