Research Administrative Assistant

• Provide administrative support for the Research Program, including answering the telephone, research office email, reception, word processing, scheduling meetings.
• Provide administrative support to research faculty members (arranging meetings, meeting agendas/minutes, word processing, room bookings, etc.).
• Maintain schedules of relevant conferences and associated deadlines and calls for proposals.
• Provide word processing support including typing and formatting curriculum vitae (faculty resumes), frequency tables, correspondence, etc.
• Proofread and format documents.
• Format literature reference citations.
• Produce graphics/posters and/or slide presentations for research purposes (e.g. graphs for publications, slides for conference presentations). This includes support for design and printing of posters.
• Assist department members with manuscript and technical typing related to research activities, including graphs, charts and color slide productions.
• Enter information into faculty member Annual Reports Online (AROs), as needed.
• Monthly tracking of faculty members publications (e.g. using PubMed, Google Scholar, etc.) for the collection of research metrics.
• Create and maintains spreadsheets and/or databases using Excel / Google Sheets.
• Send out surveys or information requests, as needed.
• Provide administrative support for meetings, as needed. Coordinate documents and agendas. Anticipate and prepare supporting materials. Record and distribute meeting minutes.
• Greet visitors to the office suite and route them to the appropriate area.
• Distribute incoming mail within the office and assist with the outgoing mail protocols. Schedule courier services, as required.
• In coordination with department communications, produce and send out email announcements for the Department of Family Medicine Research Forum and Research Development Rounds which are monthly research seminar series. The one-page announcement poster is produced using PowerPoint or Canva.
• Order office supplies using SupplyNet and provide invoice information to Research & Endowment Lead for reconciliation purposes.
• Incoordination with department communications, disseminate information for Associate Director, Co-Directors, faculty members and research staff.
• Coordinate communications with the Executive Assistant to the department Chair.
• Maintain the Xerox photocopier - troubleshoot photocopier issues; order photocopier supplies; organize service calls; load paper supply; change toner; as required.
• Book meeting rooms, arrange meetings and telephone/video conferences and assist with troubleshooting computer issues in the boardroom.
• Work with Surplus to ensure unused equipment is removed, or needed equipment is requested. Assist with sending equipment to surplus, as needed.
• Ensure appropriate office signage is clear and up-to-date for the department and all faculty/staff.
• Routinely monitor office space for maintenance issues. Submit and follow-up on maintenance requests.
• Work with central administration to consolidate the filing program to ensure easy and straightforward access to important documents. File Research Program documents and materials.
• Assist faculty members with entering expense claims, as needed.
• In coordination with the Executive Assistant to the Chair, update emergency contact lists, and update department directory.
• Update Research Program office key lists.
• Work with faculty and staff to organize special events (e.g. arranging travel, catering, booking facilities, and publicizing events), as needed.
• Assist with planning the annual Research Day. This includes: typing/formatting the itinerary; formatting abstracts; distributing announcement and related Research Day information; physical set up/take down for the event (e.g. putting up/removing research posters, arranging/clearing refreshment and lunch items on tables).
• Support basic office moves (rarely). Assist faculty members with moving their office location within the department if needed - e.g. packing items into boxes, disposal (e.g. shredding) of documents deemed to be not required, etc.).
• On a monthly basis, monitor the Department of Family Medicine website to ensure that the research information is up-to-date. This includes faculty, events, processes, etc. Submit any changes to communications.
• Other related duties as may be required.

• Work with department members to:

• create and maintain a database of relevant metrics;
• identify and share research metrics from elsewhere;
• develop summary documents of key metrics; and
• liaise with communications for sharing documents.
• Assist with collecting and formatting information for reporting of research metrics to government and other department stakeholders / partners, and the Research Annual Report, which includes:

• extracting information (e.g. publications, presentations, funding, media and other outputs) from faculty Annual Reports Online (AROs) and other sources;
• keeping a listing of presentations made at Family Medicine Research Forum, Research Development Rounds, Grand Rounds, conferences, etc.;
• recording the titles of resident Practice Quality Improvement (PQI) projects;
• tracking resident research and scholarly work.

• Minimum of 2 years of post-secondary education (Business administration diploma) required.
• 3 years of general administrative assistance experience in an academic setting.
• Superb computer skills in Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite (Google Forms, Google Sheets, Google Drive), Canva.
• Proficient using video conferencing Zoom, Google Meets, etc.
• Demonstrated experience with academic CVs and online Common CVs.
• Must demonstrate attention to detail.
• Must be a fast learner, self starter and problem solver.
• Excellent organizational, time management skills, communication and interpersonal skills.
• Willing to learn new computer software systems/platforms and adapt to change.

• University of Alberta administrative experience preferred.
• Knowledge of reference citation formatting preferred.
• Experience in an academic research setting preferred.
• Experience using SupplyNet preferred.
• Knowledge of health research and medical terminology preferred.

University of Alberta