University of Alberta Looking for Executive Assistant at Edmonton, Alberta, Canada Full Time

This position has an end date of October 31, 2023, with the possibility of extension contingent on future funding.

Position Summary

The Executive Assistant will provide administrative, financial and research related support to the Housing for Health Principal Investigator and the Housing for Health Research Team. This position will also work closely with the Principal Investigator and will provide support to the entire research area.

Duties

Administrative

• Provides executive administrative support to Principal Investigator and implementing administrative processes
• Responsible for maintaining a comprehensive calendar, manages phone calls and inquiries, arranges meetings, appointments, monitors grant deadlines and target dates for grant submissions and reporting
• Transcribes and proofreads confidential administrative correspondence; generates correspondence for signature and ensures all attachments are in order
• Transcribes notes into appropriate format for peer reviews, manuscripts, book chapters
• Prepares itineraries for guest speakers, seminar visitors, arranges itineraries, travel details, advertising, and reimbursement for visiting lectures, ensuring that payments are timely and accurate
• Provides assistance with promotion packages and annual reports; collects information throughout the year to be recorded in the Annual Report, enters the online Annual Report
• Books travel arrangements such as booking airline, registration at conference
• Assists with the preparation of PowerPoint presentations; generates electronic data and graphics (tables, PIE charts, graphs) to be included in the presentations
• Maintain Endnote reference database of available articles – reprints
• Undertake literature searches such as PubMed to resource material, illustrations on behalf of the principal investigator
• Coordinates hiring of all new members of the team including Graduate students and PDFs through HR contract negotiation, Pay Action Forms and filing amendments on grants through RSO
• Orders and maintains office supplies while tracking all expenditures
• Assists with fundraising activities for events including conferences
• Assists with team/project website development and maintenance
• Other duties as needed and mutually agreed upon

Accounting

• Manages research funds, end dates, record retention, reconciliation monitoring of eligible and ineligible expenses and over-expenditures
• Ensures purchases and future spending are within the guidelines and balances
• Initiates changes in accounts as required; contacts HR to request speed code changes or contacts Finance to request redistributions
• Provides a monthly (or frequency as directed) summary to the principal investigator that draws attention to criteria such as over-commitments, upcoming end-dates, and others as identified by the PI; the information would become part of a formal progress report on major projects
• Other duties as needed and mutually agreed upon

Research Support

• Receives, records, and tracks all grants, agreements, amendments and other related documentation
• Creates and updates a database for grant tracking
• Coordinates research-related activities of the Principal Investigator and Team members to ensure strict timelines and target dates are met for peer view of papers/grants, grant submissions and reporting
• Gathers information and completes CV portion of grant applications, ensures appropriate number of copies are included with each grant application, organizes letters of support, transcribes appendices and obtains appropriate signatures
• Develops manuscripts for publication and coordinates with eo-authors/reviewers to incorporate revisions to finalize manuscripts
• Maintains and reconciles research and grant accounts, identifying and correcting discrepancies while communicating with PI, RSO, and partners; maintaining contact with Finance in order to handle Over Expenditures in a timely fashion
• Manages Team Grant funds; sub granting and monitoring of balance for the PI
• Actively follows Ethics Approval Protocols and maintains up-to-date and approved status for Human and Animal Ethics through REMO
• Maintains grants and sub-grants through amendments negotiated with Research Services Office, organizes interim reports and budgets requested by funding agencies
• Other duties as needed and mutually agreed upon

Qualifications

• Minimum High School Diploma, supplemented by post-secondary training/coursework in a medical office administration, including medical terminology/transcription training or demonstrated competency; Post secondary diploma or an undergraduate degree is preferred
• 5+ years of previous experience in an administrative role with a preference to supporting research grant writing and reconciling accounts; education or experience in the field of healthcare or an academic research is preferred
• Training or equivalent experience in office procedures
• Computer proficiency in Windows using MS Office (Word, Excel, PowerPoint) and Google Apps
• Strong organizational and communication skills (verbal and written)
• Knowledge of UAPPOL; proficiency with University of Alberta policies and procedures is an asset
• Knowledge of Canadian Common CV is an asset
• Ability to take initiative and work independently and in a team environment
• Ability to handle multiple tasks at once and work under time pressure
• The successful candidate will be expected to provide expected verifications that include criminal history checks.