Administrative Assistant

University of Alberta

. Assist CVC Directors in prioritizing responsibilities and preparing materials for presentations and academic visits .

Posted 11/4/2026full-timeEdmonton • CanadaJuniorMid-Level💰 CA$59,842 - CA$80,796 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in office administration and medical terminology, with strong capabilities in managing calendars, preparing presentations, and coordinating academic activities. Proficient in maintaining publication databases and supporting research initiatives through effective communication and organizational skills.

Highest-signal resume keywords

Office Administration CertificateExpert-Level Computer ProficiencyGraphical Design ExperienceBibliographic Database FamiliarityStrong Planning And Organizational Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Office AdministrationMedical TerminologyCalendar ManagementPresentation PreparationPublication Database MaintenanceTask TrackingManuscript SubmissionEvent CoordinationTime ManagementResearch Support

Soft Skills

Communication SkillsInterpersonal SkillsAbility To PrioritizeTeam CollaborationAdaptability

Tools & Technologies

Microsoft WordMicrosoft ExcelMicrosoft PowerPointMicrosoft OutlookInDesignBibliographic Software

Certifications & Qualifications

Office Administration Certificate

Industry Keywords

Academic AdministrationResearch CoordinationContinuing Medical EducationMedical JournalsGrant Applications

About the role

Key responsibilities & impact

Assist CVC Directors in prioritizing responsibilities and preparing materials for presentations and academic visits
Maintain Directors’ academic and narrative CVs using calendars, publications, and event information
Conduct searches of bibliographic databases and media sources to identify publications and research products
Prepare bespoke CV versions for grant applications, faculty and annual reports, and end-of-grant reports
Maintain Directors’ calendars and synchronize activities between calendars and CVs
Coordinate and track research trainees’ status
Handle calls and correspondence and arrange meetings, rooms, reservations, catering, and beverages
Create and maintain task-tracking systems and monitor deadlines for presentations, meetings, and conferences
Arrange academic travel and prepare detailed itineraries and departure/arrival plans
Assist with continuing medical education projects and the Distinguished Visitor Series
Prepare and submit manuscripts to medical journals and review galley proofs
Maintain publication databases for CVC faculty and Directors
Support standing and special meetings with agendas, schedules, minutes, and action plans
Prepare complex presentations, documentation, reports, expense reports, and weekly task summaries
Assist with manuscript reviews, journal compliance, submission tracking, figures, tables, and permissions
Coordinate events, speakers, sponsors, facilitators, meeting rooms, hotels, restaurants, and transportation

Requirements

What you’ll need

High school diploma, supplemented by post-secondary coursework or training in office administration and medical terminology
Office Administration Certificate
Minimum 2 years of related office experience
Expert-level computer proficiency in a Windows environment using Microsoft Word, Excel, PowerPoint, Outlook, and reference tools
Graphical design experience using tools such as InDesign
Familiarity with bibliographic databases, software, and metrics
Strong ability to prioritize and manage multiple competing requests
Excellent planning, organizational, and time management skills
Proven communication and interpersonal skills, with the ability to provide clear, concise, and accurate information in response to complex inquiries
Ability to demonstrate communication skills that promote respect and a positive team environment in a highly demanding environment
Ability to accommodate competing and changing workload demands

Benefits

Comp & perks

Comprehensive benefits package
Position subject to applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA)
Hybrid work arrangement with a mix of remote and in-person work