Description
The Administrative Services Department in the Cumming School of Medicine is currently seeking a Full-time Regular Clinical Administrative Assistant.
Reporting to the Manager, Administrative Services Department, Cumming School of Medicine and working closely with other staff members in the Administrative Services Team, this position will provide administrative, research and medical office assist support to the clinical faculty member(s) within the Cumming School of Medicine. There is potential for the position to float between offices at Faculty(s)/Administrative Department(s) locations, ensuring visibility and accessibility to clients. Most work is conducted during business hours, though some availability outside of work hours for consultation is probable.
As a Clinical Administrative Assistant, you will handle constant, conflicting, and shifting priorities while working within the framework of the University of Calgary policies and procedures, as well as regulations of the College of Physicians and Surgeons of Alberta and Alberta College of Family Physicians. While providing exceptional medical office assistance, customer service and administrative skills, you will often be called upon to exercise judgment within these established guidelines.
This role offers a challenging working environment featuring high volumes and variety of work with constant interruptions. This position also requires a high level of technical expertise including proficiency in most MS Office applications.
There will be periods of high volume with strict deadlines, such as preparation of grant applications for the faculty member, academic annual reporting, teaching requirement, as well as clinical activities, manuscripts, and other documentation where you will assist the faculty member(s).
Summary of Key Responsibilities (job functions include but are not limited to):
- Organize and coordinate all activities related to the faculty members' administrative, research, teaching and clinical requirements
- Dealing with shifting priorities ensuring all information is produced within deadlines in a professional, accurate manner
- Liaise with internal university stakeholders and external stakeholders and agencies in a courteous and pleasant manner
- Accountable for keeping computer skills and personal development up to date by adding to skills and knowledge through courses that may be available through the University of Calgary, Continuing Education, the Administrative Services Department or Alberta Health Services
- Work as a team with other administrative assistants to provide support as required
- Draft routine correspondence and type, edit and proofread general correspondence, administrative and teaching material, grant proposals, manuscripts, annual report, and other related documents from handwritten/typed drafts or Dictaphone, using various computer software programs
- Schedule appointments, meetings, seminars, conferences, and teaching which may require room bookings, arranging food or refreshments as required, preparing agendas, taking, and transcribing minutes, preparing and distributing notices
- Prepare slide presentations and posters utilizing the applicable MS Office or Google Office product
- Help coordinate travel arrangements for faculty and visiting lecturers, and possibly assist in coordinating conferences, including arrangements for transportation, accommodation, preparation of itineraries, applications for funding, dealing with the travel agency/hotel, completing all necessary forms and requisitions
- Clinical activities include assisting patients by booking appointments, booking tests and sending referrals while coordinating times and dates with the patient. This support requires awareness of waitlists and booking procedures of facilities and clinics
- Ensuring all patient communications are recorded and accurately reflects incoming and outgoing communications with the patient. Ensure all non-electronic documents are scanned to the patients' chart daily for a continued, record of truth for patient care
- Knowledge of the methods of expediting appointments or medical tests and procedures
- Ability to answer patient general inquiries and to liaise between medical staff, patients and their families with empathy and efficiency
- Knowledge of billing procedures to answer questions from the University of Calgary billing staff and private and public insurers
- Scheduling patient care with physicians and medical and health personnel. Manage and direct all phone calls
- Provide effective and professional assistance to visitors, faculty and staff inquiries in a courteous, timely and professional manner, demonstrating friendly, complete, competent customer service and support always in all situations
- Prepare and receive courier packages, collect and distribute mail, taking necessary action to respond to correspondence when appropriate
- Enter information into PeopleSoft and/or eFin regarding cheque requisitions, travel claims/advances, purchase orders
- Maintain reference updates and list of available articles/reprints
- Maintain realistic inventory levels for all office supplies required in your area with the direction of the managers
- Maintain an up-to-date filing system and archival of files as required in support of the faculty members teaching and research
- Use of fax, scanner and photocopier, and in some cases preparation of fax and photocopier charges
- Work as a team with other administrative assistants to provide support as required
Qualifications / Requirements:
- Minimum Grade 12 diploma supplemented with 2-4 years working experience with significant administrative experience with highly developed organizational skills
- Strong written and verbal communication skills are a necessity. Proven ability to work independently
- Strong interpersonal and organizational skills
- The ability to multi-task and effectively work with all employee groups, dealing with tact and diplomacy in all situations
- Previous experience in a medical/clinical setting, as well as medical terminology and electronic medical record experience is required
- High level of understanding and capability of office administrative practices
- Ability to retain knowledge of a variety of informational resources and requirements
- Intermediate to expert use of the technical systems, including Microsoft Office Suite, PeopleSoft, and web navigation
- Understanding work in a post-secondary environment would be an asset
Application Deadline: June 17, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
