Administrative Coordinator supporting the University of Alberta’s Alberta Land Institute. Processing finances, coordinating events, and assisting research projects, grants, and reporting.
About the role
- Administrative Assistant supporting cardiovascular research directors at the University of Alberta. Managing academic documentation, travel, manuscripts, publications, calendars, and medical education events.
Responsibilities
- Assist CVC Directors in prioritizing responsibilities and preparing materials for presentations and academic visits
- Maintain Directors’ academic and narrative CVs using calendars, publications, and event information
- Conduct searches of bibliographic databases and media sources to identify publications and research products
- Prepare bespoke CV versions for grant applications, faculty and annual reports, and end-of-grant reports
- Maintain Directors’ calendars and synchronize activities between calendars and CVs
- Coordinate and track research trainees’ status
- Handle calls and correspondence and arrange meetings, rooms, reservations, catering, and beverages
- Create and maintain task-tracking systems and monitor deadlines for presentations, meetings, and conferences
- Arrange academic travel and prepare detailed itineraries and departure/arrival plans
- Assist with continuing medical education projects and the Distinguished Visitor Series
- Prepare and submit manuscripts to medical journals and review galley proofs
- Maintain publication databases for CVC faculty and Directors
- Support standing and special meetings with agendas, schedules, minutes, and action plans
- Prepare complex presentations, documentation, reports, expense reports, and weekly task summaries
- Assist with manuscript reviews, journal compliance, submission tracking, figures, tables, and permissions
- Coordinate events, speakers, sponsors, facilitators, meeting rooms, hotels, restaurants, and transportation
Requirements
- High school diploma, supplemented by post-secondary coursework or training in office administration and medical terminology
- Office Administration Certificate
- Minimum 2 years of related office experience
- Expert-level computer proficiency in a Windows environment using Microsoft Word, Excel, PowerPoint, Outlook, and reference tools
- Graphical design experience using tools such as InDesign
- Familiarity with bibliographic databases, software, and metrics
- Strong ability to prioritize and manage multiple competing requests
- Excellent planning, organizational, and time management skills
- Proven communication and interpersonal skills, 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
Benefits
- Comprehensive benefits package
- Position subject to applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA)
- Hybrid work arrangement with a mix of remote and in-person work
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