This job offer is closed.
This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed on our Benefits Overview page .

This competition will be used to fill up to 3 positions.

Location: This role is hybrid with a mix of remote and in-person and work primarily located at North Campus, Edmonton.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada's Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people-from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Department/Faculty Summary

The Department of Medicine is the largest department in the Faculty of Medicine & Dentistry at the University of Alberta with over 250 academic faculty members and over 400 trainees (graduate students, postdoctoral fellows and residents).The Department of Medicine's core mission is to undertake outstanding education, research and high-quality clinical care to provide the best possible health outcomes for Albertans. We have 14 divisions that work collaboratively in a multi-disciplinary, multicultural and ethnically diverse collegial environment.

Position Summary

The Department of Medicine's Communications & Events area is dedicated to assist our 14 Divisions their faculty, staff and trainees with all internal communications & events within the department. The Department Program Support - Communications & Events area will be the first point of contact for faculty, staff and trainees within the Department and will be a highly functioning team consisting of 4 positions reporting to the Strategic Communications and Events Team Lead in the Department of Medicine.

Duties

  • Schedules and coordinates meetings, events and activities including scheduling rooms, organizing equipment, ordering catering and assembling materials.
  • Organizes meetings, conferences, seminars and special events on behalf of the area/program(s).
  • Coordinates Visiting Speaker/Department Colloquia events.
  • Schedules and coordinates meetings, events and activities including scheduling rooms, organizing equipment, ordering catering and assembling materials.
  • Organizes meetings on behalf of the area. Books meeting room space.
  • Posts notifications and event signage.
  • Organizing events, retreats, conferences, rounds, visiting speakers catering etc. for DoM and each of its 14 divisions.
  • Prepare packages and resources as requested for distribution to stakeholders and the public.
  • Using a variety of methods and media, prepares, produces, and distributes special or one-off promotional brochures.
  • Assists with development, design, and production of publications on program(s) in accordance with established Faculty/ College/ University policies/procedures.
  • Creates and maintains spreadsheets and/or databases. Prepares standard and ad-hoc reports for the area. Designs and develops customized reports for specific needs.
  • Sends out surveys or information requests. Compiles submissions for review.
  • May manage area specific processes or events (e.g. award submission, social event, etc.)
  • Initiates purchase requisitions, purchase orders and invoices through SupplyNet. Initiates vendor payments.
  • Consults with Shared Services as necessary on processes regarding visiting professors, post- doctoral fellows, self-funded researchers, guest speakers, research award recipients and visiting students.
  • Update of divisional webpage.
  • Contacts sponsors for financial contribution and supports. Accreditation for events.
  • Supports all aspects for an event such as, evaluations, catering, registration etc. Answers phones for the area. Redirects calls or takes messages for the appropriate staff member.
  • Manages general/ central/ program email account (e.g. undergraduate student inquiry account), responding and redirecting inquiries as appropriate and timely.
  • Updates and makes routine changes to web pages. Uploads new content as directed. Disseminates routine communications to students and/or faculty such as memos, notices, emails, and letters.
  • Manages correspondence for an administrative or academic area. Ensures queries are properly directed and followed through.
  • Acts as the first point of contact for a program or service. Performs word processing and data entry for the area.
  • Prepares and types letters, emails and other area related correspondence.

Quali?cations/Knowledge Level

  • High school diploma plus administrative diploma/certificate.
  • Minimum 5 years administrative experience in a clinical academic department. Excellent computer skills including proficiency in use of Google suite applications.
  • Willing to learn new university administrative systems (shared services ticketing system) and adapt to change.
  • Self-starter, problem solver, strong organizational skills, ability to get along with and assist fellow colleagues.

Experience with any of the following is considered an asset:

  • At least 3-5 years of experience in event planning; internal engagement; and volunteer management.
  • Working knowledge of managing event budgets.
  • Excellent verbal and written communication, organizational, interpersonal and customer service skills.
  • Creative, energetic and self-motivated.
  • Ability to work with cross-functional and intercultural teams effectively. Ability to work in a fast-paced environment, with constantly shifting priorities.
  • Comfortable with problem solving and decision-making and capable of working independently on projects when required Substantial experience in event planning and implementation.
  • Experience with graphic design/photo editing software (Canva, Adobe Photoshop, Illustrator, InDesign).
  • Experience with MailChimp, Survey Monkey, Hootsuite and Google Analytics. Experience with social media platforms

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