Administrative Support V

The Administrative Support V will provide senior-level administrative support across the department and coordinate activities within the Office of the Zone Clinical Department Head (ZCDH). The Department Head's Office has a multifaceted scope, with responsibilities and influence extending across both Alberta Health Services (AHS) and the University of Calgary (U of C). This position requires a comprehensive understanding of both organizations and frequently serves as the department’s first point of contact. This position must have a comprehensive understanding of academic medicine to function. To be effective, it is critical that the individual exercise critical thinking, problem solving, results oriented and attention to details. The incumbent would be aware of the confidential issues in the department and must support an effective and timely communication process and seek to resolve conflicts. This position provides administrative support to the Department Head, Department Manager, and Team Lead. In addition to overseeing the Clinical Department, the ZCDH runs a research program, consequently work assignments for this secretarial position are complex in nature where considerable independent judgement, tact, creativity, innovation, and initiative are required in resolving issues in the absence of the Department Head. The incumbent must have a thorough knowledge of AHS and U of C activities, deadlines, policy, and process. Must be flexible in order to accommodate changing workload demands and able to work under the pressure of changing deadlines. Required to prepare, assemble and coordinate service agreements and contractual documents for final review by the ZCDH and/or Department Manager related to contracted physician activities, responsibilities and remuneration on behalf of AHS and the U of C. Includes other duties that are deemed appropriate.

As an Administrative Support V, you will require advanced administrative or specialized skills and knowledge to support complex procedures, practices and initiatives within a department or program.

Completion of post-secondary education (e.g. certificate in office or business administration).

A proactive, seasoned, organized and efficient individual who can work independently is desired. Responsible for the development of spreadsheets for a variety of programs within the department. Accountable for coordinating and ensuring the submission of required documentation for medical staff privileges in the department. For new medical staff, including locums, this includes contracts, physician impact statements, interim appointment forms, U of C Academic Appointments, Promotions and Awards, PPC forms etc. Coordinate, organize and confirm annual physician performance reviews for clinical (Zonal) and academic (UofC) performance. Submits payments and expenses using AHS/U of C processes for the Dept Head’s professional expenses, travel claims, research/trust accounts. The incumbent will need to have access and knowledge to U of C financial systems (U of C payroll, PeopleSoft, eFin and expensing systems). Another knowledge and system access would include SharePoint/OneDrive (AHS and U of C). Organizes meetings, submits/distributes required documentation for meetings (agenda and taking minutes). Coordinates and organizes events, i.e., retreats, meetings, orientations. Assists with set-up and monitors contracts for independent consultants working on portfolio projects. Maintains a filing system that supports the ZCDH’s office.

University Degree is beneficial. Advanced computer experience required, especially in MS Office. A minimum of five years senior level administrative experience in a large healthcare organization or academic health center is preferred. Knowledge and experience of AHS and U of C administrative and operational systems are desired. Superior communication and interpersonal skills are essential in managing confrontational, confidential and problem-solving situations.