Job Description

Job Category: Administrative Support
:
This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.
This position is a part of the Non-Academic Staff Association (NASA).
This position has an initial appointment of 4 months, with the possibility of extension.
Location - This role is in-person at North Campus Edmonton.
Located in the front desk of the office of Undergraduate Medical Education, Faculty of Medicine and Dentistry, the incumbent is the first point of contact for visitors to the office, and is required to answer questions or redirect inquiries appropriately for face-to-face visitors as well as follow up with all incoming queries. This includes the general public, senior administration, academic staff, educators, medical students, alumni, as well as applicants to the MD Program. In addition to typical front desk responsibilities, the incumbent is in charge of a good number of tasks related to the overall support of the MD Program.
Responsibilities: * General Program Activities:

• Remains as the first point of contact for visitors arriving to the MD Program office. The incumbent is required to answer questions or redirect inquiries appropriately for face-to-face visitors as well as follow up with email or telephone queries from the general public, UofA administration, academic staff, educators, medical students as well as applicants to the MD Program.
• Main focus involves answering general inquiries directly or redirecting more difficult queries to the various units: Admissions, Academics, Curriculum, Assessment, Program Evaluation or Learning Sciences, or respective external areas.
• The incumbent serves as the first point of contact for all Cally inquiries, providing navigation support and responding to general questions with guidance from the Learning Sciences Team.
• Opens/sorts/distributes incoming correspondence and looks after outgoing/incoming shipments.
• Maintains the UME waiting area display and content.
• Checks student drop-box daily and distributes appropriately.
• Supports the maintenance of the MD Program web pages.
• Manages MD Program section of FoMD contact listing
• Responsible for the maintenance and upkeep of the office equipment.
• Maintains inventory of office supplies on behalf of the MD Program office.
• Administers coverage schedules for the front desk and training those that cover these activities.
• Maintains and updates BrightAuthor display at the front reception area- requires routine updating.
• Responsible for keeping VOIP phones up to date via TAMIS system.
• Facilitates necessary communications should broad technical issues arise within the MD Program office or related spaces. This may involve computer issues, building access issues, or general facilities issues.
• Supports meeting planning and administration including preparing agendas, ordering catering (if applicable) and ensuring action items are followed-up/completed.
• Holds and distributes MSA mail, contacts students directly with any deliveries made to our office for student groups or clubs.
• Assists with administration of student inquiries related to commissioning of documents or forms completion for electives, CaRMS, or LMCC exam registration.
• May from time to time, perform other related duties or provides extra assistance to any of the program pillars, such as Admissions, Academics, Curriculum, Assessment, Program Evaluation or Learning Sciences areas.
• Performs other related duties as required, including supporting all other areas of the MD Program office.
• Facilities:

• Coordinates with building security services to issue alarm codes.
• Works with the ONEcard office and access control system to administer multiple building proximity access via OneCard for staff and students.
• Manages the Alberta Health Services incoming class student badges/cards.
• Responsible for maintenance and preparation of facilities work requisitions or maintenance requests for all areas of the MD Program. This includes Katz, Zeidler Ledcor and the Medical Sciences buildings with a focus on the primary learning and administration areas.
• Completes room booking requests for MD students and external Faculty groups according to priority (teaching sessions, research presentations, etc) for approximately 40 spaces.
• Manage all aspects related to the administration of student lockers for over 700 students (MD Program years 1-4) in MSB, ECHA & UAH Basement
• Grants and removes access control (proximity cards) for approximately 90 doors in several buildings for over 700 individuals (faculty, staff, and students.)
• Schedules Katz internal building doors to unlock and lock for faculty, staff, and student bookings.
• Schedules after hours special event requests for Katz building access, including unlocking and locking building doors and rooms as requested by FoMD Security Office.
• Manage regular communications, room bookings, office distributions, proximity card access systems, AHS ID badge access
• Supports the maintenance of several key safes in relation to MD program spaces (Zeidler Ledcor, Katz, ECHA, and MSB) and maintains distribution of keys for students or staff (including key sign out).
• Supports office communications and signage
• Point of contact for UofA protective services in relation to alarms in any of the UME controlled spaces as described above and directs as necessary.
• Supports facilities up-keep initiatives.

Qualifications:
Minimum

• Completion of post-secondary administrative course-work in business processes.
• Must be able to handle multiple competing demands; possess strong communication skills and highly refined people skills. Strong computer skills using MS Office and Google suites, TAMIS, AccessControl, Cally.
• Minimum of 4 - 5 years of previous office experience. Commissioner for Oaths designation will be required of the successful incumbent.
• Must possess high attention to detail and provision of accurate information, combined with strong organizational and communication skills.

Preferred
Possess a high attention to detail in the provision of accurate information, combined with strong organizational and communication skills.
Application Instructions
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About Us:
The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Metis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.
The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.
Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. .
At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms-physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Metis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.
L'Universite de l'Alberta s'engage a creer une communaute universitaire ou chaque personne se sent valorisee, ou les obstacles a la reussite sont elimines et ou des connexions enrichissantes peuvent se developper. Nous accueillons les demandes de toutes les personnes qualifiees. Nous encourageons les femmes; Premieres nations, Metis et Inuits; membres des groupes minoritaires visibles; personnes handicapees; personnes de toute orientation sexuelle ou identite et expression de genre; et toutes les personnes qui peuvent contribuer a la diversification des idees et a l'universite a postuler.
About the Team: The is one of the world's top academic health science centres. With 21 departments, multiple research institutes and centres, and a focus on excellence in education, research, and clinical care, the faculty trains outstanding medical and dental professionals and drives global health innovation in collaboration with partners across sectors.

Skills Required