Job Description

Description

The

Administrative Services Department

in the

Cumming School of Medicine

is currently seeking a

Program Assistant - HEST

. This Full-time Fixed Term position is for approximately 24 months (based on length of grant funding), with the possibility of extension.


Reporting to the Manager, Administrative Services Department, Cumming School of Medicine and working closely with other staff members within the Administrative Services Department Team, this position will provide administrative support to the Health Equity & Systems Transformation portfolio (HEST) team and a faculty member within the Cumming School of Medicine.


Most work is conducted during business hours, though there may be a need to adjust work schedules and implement flexible work hours to meet multiple demands and pressures on a regular basis, some availability outside of work hours for consultation is probable. The program assistant for HEST will have a passion for the advancement of equity, social justice and social accountability in health.

Summary of Key Responsibilities

(job functions include but are not limited to):


Program Administrative Responsibilities

Schedule and Coordination Organize meetings, including setting agendas and coordinating follow-ups Manage office hours for directors, ensuring consistency and quality

Communication

Develop and compose basic correspondence on behalf of the directors Proofread documents to ensure accuracy and clarity

Desktop Publishing and Copy Management

Provide entry-level desktop publishing support as required Review and proofread materials, ensuring consistency and quality

Community of Practices (CoPs) Development

Actively contribute to the setup and operation of CoPs Engage with team members to enhance effectiveness and collaboration

Web and Digital Presence

Collaborate with a website designer to ensure accessible and user-friendly PH webpages Participate in maintaining and updating web content for consistency and engagement

Event Support

Play an active role in the planning and execution of PH events Ensure smooth operation by coordinating logistics and participant communication

Professional Development Support

Assist in maintaining Continuing Medical Education (CME) certifications Contribute to updating and organizing CVs for the team

Academic Publishing

Support the team in proofing, formatting, and submitting academic papers Collaborate with authors to ensure publication standards are met and compose basic correspondence on behalf of the directors Proofread documents to ensure accuracy and clarity

Administrative Assistant support for Faculty Member(s)

Organize and coordinate all activities related to the faculty members administrative, research, teaching and clinical requirements Deal 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 Faculty 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, teaching which may require room bookings, setting up food requirements, preparing agendas, taking and transcribing minutes, preparing and distributing notices Prepare slide presentations and posters utilizing the applicable MS 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.

Qualifications / Requirements:

Completion of at least a level of education equal to a business administration certificate or diploma, or an equivalent combination of education and experience Previous work experience in an Executive Assistant role would be beneficial. Advanced interpersonal, organizational, and time management skills with the ability to set priorities and meet constant, shifting deadlines Ability to work independently, exercising initiative and good judgment Proven ability to work as part of a team and be flexible to meet the multiple demands of the role Advanced computers skills, specifically with Microsoft Office Suite, and experience using the Internet, on-line calendar and email systems. Experience with University Business systems, specifically PeopleSoft would be an asset Understanding of the University environment would be an asset

Application Deadline:

October 13, 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 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 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.