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Position Overview

The Department of Paediatrics in the Cumming School of Medicine invites applications for an Administrative Assistant. This Fixed Term Recurring Part-time position is for approximately 12 months (based on length of grant funding), with the possibility of extension.

Reporting to the Principal Investigator.

This is a recurring part time position with variable hours. Recurring part time employees are hourly employees engaged to perform work on an irregular schedule.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Maintain optimal data recording practices
  • Maintain patient confidentiality
  • Administrative duties including: organizing and filing of confidential study records, preparing required paperwork for study visits, scheduling research participant visits, reminder calls for research visits, coordinating schedules of staff required for study visits, maintaining financial records and ensuring participant reimbursements for expenses
  • Maintain communication with other groups
  • Keep workstations, clinical exam rooms and teaching rooms clean and safe during and after use
  • Maintenance of study supplies. Order and replace expired supplies in advance
  • Facilitates transparent communication with the Conjoint Health Research Ethics Board, assist the clinical research coordinator and investigators to complete protocol modifications, deviations and renewals in a timely fashion
  • Perform complete and accurate data collection and data entry
  • Answer research participants' questions regarding the studies, explain what studies involve
  • Storage and shipment of various biological samples (blood, urine, stool, etc)
  • Raises concerns and appropriate questions with investigators to achieve studies' primary objectives
  • Answer in person, phone, and electronic inquiries
  • Greet study participants and direct to appropriate person where necessary
  • Arrange research participant travel schedules and make reservations
  • Prepare and receive courier packages, collect and distribute mail, taking necessary action to respond to correspondence when appropriate
  • Ship biological samples, as required
  • Maintain up-to-date filing system and archiving of files as required in support of the faculty members' research

Qualifications / Requirements

  • High school diploma required, some post secondary education preferred
  • At least 3 to 6 months of research experiences
  • Strong written and verbal communication skills are a necessity
  • Immediate to advanced skills in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint), Internet skills
  • The ability to multi-task and effectively work with all employee groups, dealing with tact and diplomacy in all situations
  • Ability to maintain accurate records
  • High level of understanding and capability of office administrative practices
  • Maintains confidentiality of patient information and medical records
  • Ability to retain knowledge of a variety of informational resources and requirements
  • Fully proficient interpersonal and organizational skills
  • Knowledge of the University of Calgary processes and procedures is desirable

Application Deadline: November 28, 2022

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.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administration Job Family, Phase II.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information visit Careers in the Cumming School of Medicine.

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About The University Of Calgary

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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 Equity, Diversity and Inclusion (via Isarta) and requests for accommodations can be sent to Human Resources (via Isarta).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

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