Administrative Support V

Edmonton Zone Medical Affairs (EZMA) has a wide scope of responsibilities supporting and managing our Medical Staff workforce, including recruitment, development, and remuneration. Reporting to the Manager, Physician Agreements, the Administrative Support provides a range of supporting duties. Significant time will be spent managing physicians' clinical contracts and related invoices. Tasks include coordination of clinical stipend contracts (completing basic templates as requested, distributing through DocuSign, and reflecting those transactions and subsequent invoices in a database. Use of a provincial physician filing system (OnBase) and successfully following a standardized nomenclature system is an important part of this role. The Administrative Support also provides cover-off for other positions on the Physician Agreements team and potentially for other teams in Medical Affairs. Key responsibilities include data entry; communicating in a timely manner with team members, physicians, and program and site staff; anticipating team member and stakeholder needs to provide proactive support; troubleshooting payment and contract issues (such as ensuring proper documentation is in place, identifying anomalies); collecting and updating vendor information; balancing multiple priorities for multiple people; coordinating activities, such as booking meetings or event planning; and editing, formatting, and printing meeting materials. Medical Affairs offers a team-based approach to managing its work and currently operates within a hybrid-working environment so candidates must be comfortable working virtually and on-site with colleagues on complicated tasks with tight timelines. Workflows include lifting and movement of some heavier items (file boxes) to support a contract archiving project.

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).

Applicants will be required to complete a timed, scored MS Excel skill test that will constitute substantive weighting in interview scoring. Applicants must have a high level of skill in using MS Excel. Proficiency in other programs like Word, Access, Project, PowerPoint, Visio, and Adobe Acrobat is required. Candidates must show demonstrated comfort navigating through file management systems such as SharePoint, Shared Drives and MS Teams. The successful candidate must have knowledge of different types of physician compensation and the core business of Medical Affairs. Candidates for this position must demonstrate superior skills/attributes in use of MS Excel; attention to detail, especially in data entry and reviewing documents (such as contracts); writing; customer service (including the ability to communicate clearly, quickly and regularly with stakeholders); organization (especially in tracking the coming and going of documents either in hard copy or virtual environments). To ensure your skills and qualifications are considered, please attach a resume and cover letter with your application.

Comfort with some financial analysis, in order to support accrual and variance activities, would be an asset. Candidates should have a diploma in health services administration, business, arts or sciences, or other significant, comparable preparation.