Administrative Assistant - Tenders Global

Administrative Assistant

  • Contract
  • Canada
  • Posted 2 months ago

University of Alberta

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

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

Location – North Campus

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.

Position summary

This position supports the AMHSP coordinator in managing the recruitment activities of the department, and is responsible for providing general operational support to the department. The incumbent will communicate effectively with stakeholders ensuring all administrative duties are completed accurately and delivered in a timely manner.


Workforce Activities (40%)

  • Work with considerable independence in the administration of Clinical Academic and Adjunct Academic Colleague appointments, reappointments and promotions:
    • Respond to inquiries
    • Gather and track documentation and appointment letters
    • Data entry and maintenance of electronic database and filing system
    • Prepare and mail certificates
    • Distribute and compile annual review survey
  • Work with accuracy and attention to detail to complete the annual physician AMHSP Individual Service Agreements (ISAs):
    • Prepare draft versions using mail merge and Excel
    • Route for physician review and signature and track progress
    • Upload to SharePoint for dean and AHS execution
    • Respond to requests for revisions from any party
  • Assist the document flow for clinical ARP physicians:
    • Prepare documents for department review and signature
    • Submit enrollment and disenrollment forms to Alberta Health
  • Support recruitment processes for faculty and support staff:
    • Collect and collate applications
    • Prepare interview packages
    • Book rooms and schedule interviews
    • Support Advisory Selection Committees
    • Track AHS and Covenant approvals
  • Perform queries in PeopleSoft;
  • Other duties as required.

Operational Support (60%)

  • Respond to and/or direct inquiries to appropriate program areas;
  • Arrange and coordinate meetings:
    • Schedule and confirm video conferencing services, facilities and equipment
    • Preparation of meeting materials
    • Production of minutes
  • Distribute departmental mail;
  • Order and distribute office supplies;
  • Manage and track building access and distribution of keys;
  • Assist with updating department wide contact lists;
  • Initiate and track IT and maintenance service requests;
  • Prepare, edit and distribute correspondence, surveys and presentations to a high standard;
  • Support the establishment of academic clinics:
    • Arrange and coordinate meetings including the preparation of meeting materials and production of minutes
    • Support the installation of telecommunications, internet, security, utilities, moving company, etc.
    • Assist with the preparation, move and setup process of clinics
  • Arrange and coordinate events as needed:
    • Manage and track registration numbers, dietary requirements and accommodation, etc.
    • Prepare venue and materials/supplies
  • Provide support with furniture requests, renovations and space relocation;
  • Other duties as required.


  • Post-secondary training in administration or business program; combination of experience and education may be considered;
  • 2-3 years of administrative support experience;
  • Experience within a post-secondary environment and/or health services environment preferred;
  • Strong time management and organizational skills;
  • Superior attention to detail and accuracy;
  • Strong interpersonal and communication (verbal and written) skills;
  • Demonstrated ability to act with professionalism, confidentiality, and diplomacy;
  • Proficiency in MS Office, Google Suite applications and collaboration platforms such as Zoom; experience with SupplyNet and PeopleSoft systems preferred;
  • Event management experience.

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.

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