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Full Job Description:
Position Overview:
The Arnie Charbonneau Cancer Institute in the Cumming School of Medicine invites applications for a Senior Administrative Assistant. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.

The Arnie Charbonneau Cancer Institute is one of seven health research institutes at the University of Calgary. The focus of the Institute is to support research that addresses the challenge of cancer, at the biological and therapeutic levels, the population and public health levels, and the personal and societal levels. Individual members of the Institute are engaged in many aspects of discovery and applied cancer research with an emphasis on: the biological basis of cancer, cancer clinical trials, novel models of cancer care delivery, the psychosocial impact of cancer and cancer risk in populations. The Institute draws its membership from all spheres of cancer research activity, building upon existing strengths, as well as identifying and developing emerging areas in both research and training. Multidisciplinary, collaborative research activity is encouraged within the Institute through the coordination of the infrastructure and core resources necessary for a cancer research program. The Institute also has a role in planning, staffing, and delivering educational programs utilizing its resources.

The Sr. Administrative Assistant is an integral part of the Charbonneau Cancer Institute. The Sr. Administrative assistant reports to the Manager, Business Operations, Arnie Charbonneau Cancer Institute, with day-to-day direction from the Director and works collaboratively as part of a small office team.

Summary of Key Responsibilities (job functions include but are not limited to):
– Manage the Director’s calendar, arrange meetings, book itineraries and travel, and process expenses and human resource tasks, including for the Director’s research laboratory.
– Prepare agendas and minutes for Charbonneau committees and other ad hoc meetings, as requested; prepare other documents as required
– Perform accounting for all Charbonneau project accounts and reconcile expenses
– Support the Director in all institute-related business, from internal committee meetings to meetings with external stakeholders
– Support the Director and the Institute to ensure that day to day activities within the portfolio are completed in a timely, accurate and professional manner
– Support the Director in all administrative tasks pertaining to the Director’s own research program
– Strategically manage the calendar of the Director, taking into account long term planning and anticipation of key events, along with strategic blocking of time for critical planning activities
– Multiple meetings need to be arranged on a daily basis. Attendees may be from AHS, universities, funding agencies, government and/or the public. These meetings may be challenging to coordinate and require strong organizational skills. Relationship building with stakeholders is critical for successful functioning of the Institute
– Support the management of the Director’s priorities through anticipation of key events, calendaring and prioritizing deliverables
– Manage all expense processing, account reconciliation, financial tracking, and expense reporting for the Director
– Arrange meetings, including scheduling, providing agendas, meeting notes, and follow up on action items for the Director
– Must make decisions on where to book meetings, based on room availability
– Communicates with internal clients via email. All relationships are important to the Institute
– Prepare, edit, and proofread correspondence, invoices, presentations, publications, reports, and related documents in a professional and articulate manner
– Organize and distribute incoming mail and other materials to coordinate the flow of information for the Institute internally and externally
– Manage the day-to-day administrative operations of the Institute
Qualifications / Requirements:
– Bachelors degree required, Post-secondary education preferably in administration
– 5-7 years of experience in an administrative position working with a senior level leader/executive required
– Strong working knowledge of Microsoft Office (Outlook, Outlook Calendar, Word, PowerPoint and Excel) and have the ability to acquire a high-level understanding of the university business systems required
– Previous experience with Microsoft Teams will be considered assets
– Knowledge of PeopleSoft and SharePoint is preferred
– A high degree of personal initiation and ability to take on leadership roles in key initiatives with minimal supervision required
– Exceptional customer service skills with a demonstrated ability to interact professionally with a wide range of internal contacts
– Superior organizational skills with the ability to focus on multiple tasks effectively and efficiently with a high attention to detail and accuracy
– Ability to work well under pressure, prioritize and meet deadlines
– Good judgment, tact and diplomacy in dealing with others
– Excellent written and verbal communication skills

For more information on how to apply, visit:
https://ca.indeed.com/jobs?q=ahs&l=Calgary%2C+AB&fromage=1&vjk=232521653dd105a7

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