Administrative Support V

The Program Administrative Support is a member of the Academic Medicine team within Medical Affairs, which provides administrative support to medical trainees delivering clinical services and registered in the University of Alberta Undergraduate and Postgraduate Medical Education programs, including medical students, resident physicians, clinical fellows, and electives. This role supports Human Resources, Access, Finance, and Workplace Health and Safety functions. The Program Assistant is responsible for managing high volumes of confidential and time-sensitive electronic and paper records, including personnel files, service and funding contracts, CPSA licensure, CMPA coverage, Criminal Record Checks and Vulnerable Sector Searches, Confidentiality Agreements, pager contracts, and reimbursement forms. Responsibilities include maintaining in-house personnel files, releasing records to internal departments as required in compliance with FOIPPA, creating GSRs for role changes and additions, assisting with organizing and verifying lists, mail merging credential reminders, and cross-referencing data to ensure records are current and that residents and fellows are correctly assigned to programs, roles, and position numbers. Site visits between AHS facilities may be required. The position also provides cross-coverage for team members as needed and performs other duties as assigned by the Manager.

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).

Excellent working knowledge of Microsoft Excel, including the use of formulas, is required. (May be tested during Interview). Excellent and demonstrated knowledge of Microsoft Office is also required. Experience with Microsoft Access is a desirable asset. Attention to detail and persistence. Manage competing priorities within defined and often tight timelines.

General awareness of Medical Affairs - AHS. Understanding of the University structure specifically the Faculty of Medicine and Dentistry. Also, understanding of Professional Association of Resident Physicians of Alberta (PARA) Agreement.