Verified Job
Back Office / Data Entry
Senior Administrative Assistant Cumming School of Medicine
Back Office / Data Entry
#417503
Remote / WFH
Job Description
Description
The Dean's Executive Committee (DEC) in the Cumming School of Medicine is currently seeking a Full-time Regular Senior Administrative Assistant.
The Senior Administrative Assistant is often the first point of contact on behalf of the 7th floor as well as the assigned DEC members and must be able to independently and diplomatically deal with inquiries from all levels of the University and public. The work environment can be challenging featuring high volumes and frequent interruptions. The incumbent will be required to handle multiple shifting priorities while working within the framework of the University of Calgary policies and procedures.
Summary of Key Responsibilities (job functions include but are not limited to):
• Administrative:
• Provide effective and professional assistance to visitor, faculty and staff inquiries in a courteous, timely and professional manner, demonstrate competent customer service and support at all times
• Schedules and maintains all appointments, meetings/meeting rooms and conference calls and ensures all materials relevant to these appointments is available
• Assist in coordinating travel arrangements for assigned DEC member/s and their visitors as required
• Coordinates international calls that could involve several different countries and time zones at a time
• Administers, coordinates and tracks correspondence and other information items related to the relevant DEC member including the screening of callers, mail (electronic and paper), and may independently compose responses to correspondence on behalf of that DEC member and ensures follow-up to outstanding items/initiatives
• Schedules and organizes DEC and CSM-related meetings and committees. May be required to take minutes and document follow-up items and track action items when they are due
• Prepare presentation materials such as PowerPoint slides as required for meetings
• Prepares expense claims and processes invoices for payment
• Ensures CSM's Business Continuity Plans are up-to-date and merged into the University of Calgary Emergency Management website
• ¿ Provides support for the CSM Nominating Committee
• Searches and Reviews:
• To independently coordinate events related to the search and review process foe Associate Deans and employees. Liaises with candidates, organizes committee review/interview meetings, manages associated logistics such as travel and accommodation and in collaboration with key executives, plans itineraries
• Arranges interviews for candidates; prepares and submits appropriate documentation to Human Resources for successful candidates
• Research/Grants:
• Retrieves journals, articles and abstracts online, in the library, PubMed, or NLIS
• Assists in the preparation of research manuscripts and abstracts for publication: RefMan, EndNote
• Ensures compliance with copyright laws and regulations
• Imports electronic data and graphics to PowerPoint and manuscripts
• Transcribes grant and journal reviews, etc. using digital and analog transcription systems
• Types grant reviews for outside agencies, updates modules for submission
• Coordinates research-related activities to ensure they meet strict timelines and target dates for peer review of papers/grants, grant submissions and reporting
• Provides support to the multicenter grant application process, including preparation of Curriculum Vitae, transcribing appendices, obtaining appropriate signatures and ensuring accurate compilation of all related documents
• Event Planning:
• This role may be requested to either plan or assist in coordinating special events. Examples could include but not limited to; leadership functions such as off-site retreats, special meetings, United Way, CSM graduation ceremonies, CSM Retirement Transition events
• Organizes conferences and symposiums, manages budgets (tracking of incoming sponsorship), maintains files, orders catering, arranges accommodations, completes all related travel expenses, prepares poster and slides, and ensures that AV equipment is available, functional and present
• Coordinates and liaises with guest speakers including travel logistics; flights, accommodation and itineraries during visit
• Clinical Support/Administration:
• Work with the clinic scheduling staff to maintain clinic schedules and call rotation schedules in Microsoft Outlook
• Key Stakeholders:
• This role may interact with key executives within and outside of the University.
Qualifications / Requirements:
• University degree or equivalent experience with five to ten years of related administrative experience required
• Highly proficient on MS Office applications and expert in Outlook and calendar management. Ability to navigate on social media. Previous experience in PeopleSoft and eFin an asset
• Awareness of Equity, Diversity and Inclusion (EDI) principles a strong asset
• Excellent time management skills with independent ability to prioritize, problem-solve and multi-task. Flexible in responding to shifting priorities in a fast-paced environment
• Analytical thinker capable of independent problem solving
• Strong verbal and written communication skills
• Enjoys working collaboratively with colleagues
• Superior attention to detail and accuracy
• Ability to think and act proactively including follow-up
Application Deadline: August 20, 2026
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 3.
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 1+66, 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 ****** 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 Equity, Diversity and Inclusion (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.
The Dean's Executive Committee (DEC) in the Cumming School of Medicine is currently seeking a Full-time Regular Senior Administrative Assistant.
The Senior Administrative Assistant is often the first point of contact on behalf of the 7th floor as well as the assigned DEC members and must be able to independently and diplomatically deal with inquiries from all levels of the University and public. The work environment can be challenging featuring high volumes and frequent interruptions. The incumbent will be required to handle multiple shifting priorities while working within the framework of the University of Calgary policies and procedures.
Summary of Key Responsibilities (job functions include but are not limited to):
• Administrative:
• Provide effective and professional assistance to visitor, faculty and staff inquiries in a courteous, timely and professional manner, demonstrate competent customer service and support at all times
• Schedules and maintains all appointments, meetings/meeting rooms and conference calls and ensures all materials relevant to these appointments is available
• Assist in coordinating travel arrangements for assigned DEC member/s and their visitors as required
• Coordinates international calls that could involve several different countries and time zones at a time
• Administers, coordinates and tracks correspondence and other information items related to the relevant DEC member including the screening of callers, mail (electronic and paper), and may independently compose responses to correspondence on behalf of that DEC member and ensures follow-up to outstanding items/initiatives
• Schedules and organizes DEC and CSM-related meetings and committees. May be required to take minutes and document follow-up items and track action items when they are due
• Prepare presentation materials such as PowerPoint slides as required for meetings
• Prepares expense claims and processes invoices for payment
• Ensures CSM's Business Continuity Plans are up-to-date and merged into the University of Calgary Emergency Management website
• ¿ Provides support for the CSM Nominating Committee
• Searches and Reviews:
• To independently coordinate events related to the search and review process foe Associate Deans and employees. Liaises with candidates, organizes committee review/interview meetings, manages associated logistics such as travel and accommodation and in collaboration with key executives, plans itineraries
• Arranges interviews for candidates; prepares and submits appropriate documentation to Human Resources for successful candidates
• Research/Grants:
• Retrieves journals, articles and abstracts online, in the library, PubMed, or NLIS
• Assists in the preparation of research manuscripts and abstracts for publication: RefMan, EndNote
• Ensures compliance with copyright laws and regulations
• Imports electronic data and graphics to PowerPoint and manuscripts
• Transcribes grant and journal reviews, etc. using digital and analog transcription systems
• Types grant reviews for outside agencies, updates modules for submission
• Coordinates research-related activities to ensure they meet strict timelines and target dates for peer review of papers/grants, grant submissions and reporting
• Provides support to the multicenter grant application process, including preparation of Curriculum Vitae, transcribing appendices, obtaining appropriate signatures and ensuring accurate compilation of all related documents
• Event Planning:
• This role may be requested to either plan or assist in coordinating special events. Examples could include but not limited to; leadership functions such as off-site retreats, special meetings, United Way, CSM graduation ceremonies, CSM Retirement Transition events
• Organizes conferences and symposiums, manages budgets (tracking of incoming sponsorship), maintains files, orders catering, arranges accommodations, completes all related travel expenses, prepares poster and slides, and ensures that AV equipment is available, functional and present
• Coordinates and liaises with guest speakers including travel logistics; flights, accommodation and itineraries during visit
• Clinical Support/Administration:
• Work with the clinic scheduling staff to maintain clinic schedules and call rotation schedules in Microsoft Outlook
• Key Stakeholders:
• This role may interact with key executives within and outside of the University.
Qualifications / Requirements:
• University degree or equivalent experience with five to ten years of related administrative experience required
• Highly proficient on MS Office applications and expert in Outlook and calendar management. Ability to navigate on social media. Previous experience in PeopleSoft and eFin an asset
• Awareness of Equity, Diversity and Inclusion (EDI) principles a strong asset
• Excellent time management skills with independent ability to prioritize, problem-solve and multi-task. Flexible in responding to shifting priorities in a fast-paced environment
• Analytical thinker capable of independent problem solving
• Strong verbal and written communication skills
• Enjoys working collaboratively with colleagues
• Superior attention to detail and accuracy
• Ability to think and act proactively including follow-up
Application Deadline: August 20, 2026
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 3.
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 1+66, 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 ****** 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 Equity, Diversity and Inclusion (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.
