Administrative Support IV

The Cross Cancer Institute (CCI) Medical Physics Department is seeking a skilled, reliable, and detail oriented Administrative Support IV (AS IV) to join our collaborative, team-based environment. A small team provides comprehensive administrative support to this busy department, handling tasks ranging from routine to complex projects. Key responsibilities for the AS IV include: - Serving as recording secretary for weekly staff meetings and other meetings as needed (organizing, documenting, transcribing, and distributing minutes). - Managing departmental reception duties such as triaging incoming calls and directing urgent requests for clinical Medical Physics support. - Coordinating virtual and in person meetings, presentations, and events; arranging required resources; and preparing and distributing related materials, notices, and promotional content. - Creating, maintaining, and updating databases, reference materials, records, files, and departmental resources. - Drafting, formatting, editing, and producing correspondence, reports, notices, agendas, minutes, spreadsheets, posters, and other documents. - Supporting office operations by maintaining equipment, assisting and training users, acting as payroll timekeeper, submitting purchase requisitions, submitting building and maintenance service requests, managing stationery supplies, handling petty cash, reconciling financial information, photocopying, and distributing mail. The CCI is the comprehensive cancer centre for northern Alberta and is a lead centre for provincial cancer prevention, research, and treatment initiatives. The Medical Physics Department is committed to excellence in providing scientific and technical support for the clinical, teaching, and research activities of the CCI’s treatment and diagnostic services; and leadership in the application of physics and engineering principles to cancer care.

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

Some post-secondary education.

Completion of an Administrative Professional diploma from a recognized program. Minimum 3 years experience in an intermediate-level administrative position. Experience as recording secretary for meetings. Excellent computer skills using Word (able to create new and modify existing forms and documents); Excel (able to maintain and create new spreadsheets and workbooks; manage data); Outlook (able to create new and update distribution lists); PowerPoint (able to create new and edit existing presentations). Excellent interpersonal and verbal, written and listening communication skills. Ability to deal courteously and effectively with all members of the multidisciplinary team. Self-motivated, dependable and able to work independently and as a reliable team member. Must have good time management skills and judgement, and be able to organize and prioritize duties to accommodate changing priorities. Ability to take initiative, handle a variety of assignments with attention to detail and accuracy, and must be able to work well despite frequent interruptions. Strong analytical and problem-solving skills. Physical demands include extensive computer work, sitting, lifting or carrying items up to 10 pounds/ 4.5 kilograms; standing, walking, reaching, bending, crouching.

Experience working in healthcare and/or post-secondary academic institution an asset. Experience taking minutes dealing with scientific and/or technical issues desirable. Experience with SharePoint, PowerPoint and/or updating web pages an asset. Working knowledge of AHS systems and processes (ie iProcurement, ePeople, eFacilities) an asset. At the time of interview, you may be required to demonstrate your computer knowledge and proficiency by completing a hands-on assessment.