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Added 1 hour ago
RM
Manager
Ross Memorial Hospital
Kawartha Lakes, ON · Lindsay, ON
- Full-time
The Unit Manager reports to the Director of Medicine, ICU, Respiratory and Post Acute Care. They promote, facilitate, and manage the unit environment in such a way that patients receive…
Added 1 hour ago
HT
Director, Finance (CSM)
Husky Technologies
Bolton, ON
- Full-time
…care about environmental responsibility, have a passion for excellence and a desire to make a positive contribution – then we want you to join the Husky TechnologiesTM…
Added 2 hours ago
S
Explorer | Director | Market Research | Ontario
Savanta
Toronto, ON
- Full-time
Explorer is seeking a Director to join our Research team, playing a pivotal role in delivering outstanding client service, and building a high‑performing team.
Added 2 hours ago
R
Associate Director, Liquidity & Funding Product Owner
RBC
Toronto, ON
- Full-time
Translate business goals into roadmaps, ensuring alignment with regulatory compliance, operational excellence, and global cash/collateral optimization.
Added 2 hours ago
R
Director, Cash Management
RBC
Toronto, ON
- Full-time
This Director-level position provides strategic leadership and operational oversight for cash management operations supporting RBC's global Capital Markets and Retail nostro accounts. The…
Added 3 hours ago
RB
Director, Cash Management
Royal Bank of Canada
Toronto, ON
- Full-time
This Director-level position provides strategic leadership and operational oversight for cash management operations supporting RBC's global Capital Markets and Retail nostro accounts. The…
Added 5 hours ago
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Senior Director, People Risk Governance, Policy and Practice Lead
Royal Bank of Canada
Toronto, ON
- Full-time
As a key and integral member of the People Risk Governance & Oversight team, the Senior Director, People Risk Governance, Policy & Practice Lead will support the VP, People Risk Oversight &…
Added 6 hours ago
SM
Unit Assistant, Emergency
Stevenson Memorial Hospital
Alliston, ON
- Internship
Models behaviour that is aligned with the values (Integrity, Compassion, Accountability, Respect and Excellence) of Stevenson Memorial Hospital.
Added 6 hours ago
CF
Project Manager
Centre for Chronic Disease Control
Delhi, ON
- Full-time
…Cardio-metabolic diseases and is an ICMR Collaborating Centre of…
Added 6 hours ago
UO
Administrative Manager, Finance and Operations
University of Waterloo
Waterloo, ON · Psychology, Anthropology, Soci
- Full-time
…endowment. Working closely with the Administrative Officer and the Director, the incumbent provides leadership and administrative oversight for space planning, safety coordination and…
Added 6 hours ago
UO
(Senior) Development Officer
University of Waterloo
Waterloo, ON · Pearl Sullivan Engineering Building
- Full-time
Accountable to the Director, Development, and working in cooperation with Engineering’s Development and Alumni Affairs team, the Senior/Development Officer will be responsible for the…
Added 6 hours ago
UO
Administrative Officer
University of Waterloo
Waterloo, ON · Ira G. Needles Hall
- Full-time
The Administrative Officer reports directly to the Executive Director and is responsible for supporting the day-to-day administrative oversight of the Office of the President (OTP). The…
Added 6 hours ago
UO
Undergraduate Advisor and Coordinator
University of Waterloo
Stratford, ON · Digital Media Stratford
- Full-time
Assists the Associate Director(s) with student academic progression, including assessing academic standing in borderline cases, and communicating with students.
Added 7 hours ago
HT
Director, Finance (CSM)
Husky Technologies
Bolton, ON
- Full-time
…care about environmental responsibility, have a passion for excellence and a desire to make a positive contribution – then we want you to join the Husky TechnologiesTM…
Added 7 hours ago
TH
Clinical Educator - 5C Acute Rehab (Full-Time)
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Mississauga, ON
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…Reactivation Care Centre. Guided by our values of compassion, excellence, and courage, and through our strategic roadmap, Plan to 2030, we are creating a new kind of health care - defined…
Added 7 hours ago
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The Division Chief regularly represents TFS at evening and weekend events, meetings and ceremonies. Under the direction of the Deputy Fire Chief / Director, the Division Chief:
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RB
Director, New Accounts and Documentation
Royal Bank of Canada
Toronto, ON
- Full-time
The Director, New Accounts and Documentation sets strategic direction, ensuring departments meet service and professionalism standards, and aligns priorities with firm-wide initiatives. The…
Added 7 hours ago
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Senior Director, Operations
Royal Bank of Canada
Toronto, ON
- Full-time
As the Senior Director, Operations in Canadian Wealth Management Operations, you will help drive strategy in a large diverse group of departments that supports multiple business lines…
Added 8 hours ago
RC
Management Consulting Director, Technology
RSM Canada
Toronto, ON
- Full-time
RSM is seeking a growth-oriented Management Consulting Director to join our Technology Performance practice. This leader will play a critical role in driving the continued growth of the…
Added 8 hours ago
AM
Funeral Attendant
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Exemplifies Arbor’s values of compassion, integrity, trust, teamwork, belonging and excellence.
Added 9 hours ago
BC
Quality and Patient Safety Consultant
Brant Community Healthcare System
Brantford, ON
- Full-time
With Over 130 Years Of Service, BCHS Is Evolving With a Renewed Focus On Excellence, Collaboration, And Innovation. Our Strategic Priorities Center On Quality Care, Connected Teams, And a…
Added 9 hours ago
ED
Branded Retail Account Manager
Equator Design
Toronto, ON
- $30 to $40 CAD / hour
- Full-time
…against the Client’s priorities; uphold standards of design excellence and brand compliance; manage multiple priorities with internal and external stakeholders; forecast, estimate, monitor…
Added 9 hours ago
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Ultrasound Technologist
Brant Community Healthcare System
Brantford, ON
- Full-time
With over 130 years of service, BCHS is evolving with a renewed focus on excellence, collaboration, and innovation. Our strategic priorities center on Quality Care, Connected Teams, and a…
Added 9 hours ago
BC
Ultrasound Technologist
Brant Community Healthcare System
Brantford, ON
- Full-time
With over 130 years of service, BCHS is evolving with a renewed focus on excellence, collaboration, and innovation. Our strategic priorities center on Quality Care, Connected Teams, and a…
Added 9 hours ago
BC
Pharmacy Technician
Brant Community Healthcare System
Brantford, ON
- Full-time
With Over 130 Years Of Service, BCHS Is Evolving With a Renewed Focus On Excellence, Collaboration, And Innovation. Our Strategic Priorities Center On Quality Care, Connected Teams, And a…

University of Alberta

Administrative Assistant

Edmonton, AB, Canada

Full-time

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Job details

Job type: Full-time
Apply by: Nov 18, 2026
Experience: Minimum 2 years of related office experience
Posting language: English
Posted: Nov 3, 2026

Original job description

This competition is open to all applicants; however, internal applicants will be given priority consideration based on minimum qualifications, or a combination of experience, skills, and abilities before external applicants are considered.

This position has a term length of 1 year plus 1 day, with the possibility of extension.

Location - This role is hybrid with a mix of remote and in-person work. Work primarily takes place at North Campus Edmonton.

The Canadian VIGOUR Centre (CVC) is a leading academic research organization at the University of Alberta, committed to enhancing cardiovascular health. Our Centre provides leadership in clinical trials of cardiovascular therapies, as well as developing selected registries and informing clinical practice through insights gained from population health data. The Centre's vision is to "generate, translate and disseminate knowledge on novel diagnostic and therapeutic strategies in cardiovascular medicine acquired through collaborative research to enhance the health of citizens of Alberta, Canada, and the world."

Assisting the CVC Directors in prioritizing and meeting their responsibilities and ensuring materials required for tasks are obtained and available on acceptance of presentations and academic visits (i.e. abstracts, bios, etc.).
Maintaining the academic curriculum vitae (CV) and narrative CV of Directors. Updating CVs based on information from various sources such as calendars, publications and events.
Conducting regular searches of bibliographic databases (such as Scopus) and other media sources to identify publications and research products.
Provides bespoke versions of CVs for grant applications, faculty and CVC annual reports, and end-of-grant reports.
Maintaining the Directors' calendars and synchronizing activities between the calendars and CVs.
Coordinating and tracking research trainees' status.
Handling calls and correspondence, including arranging meetings and related necessities (meeting rooms, reservations, catering, beverages, etc.).
Creating and maintaining a tracking system (to-do list), ensuring all timelines are met on commitments to presentations, meetings, and conferences.
Making travel arrangements and detailed itineraries for academic travel during out-of-town business trips, and providing Directors with suggested departure/arrival plans for accepted meeting/presentation invitations, as well as requirements and deadlines for requested materials.
Assisting with the organization of continuing medical education projects, including communication with key participants, developing, drafting, and editing materials, re special events, e.g. Distinguished Visitor Series.
Assisting with preparing and submitting manuscripts to online Journals (EHJ, JAMA, Circulation, American Heart Journal, CMAJ, JACC) for Directors and CVC faculty.
Proofing and reviewing galley proofs of accepted manuscripts for publication; noting and advising Directors of discrepancies and queries from the publishing journal.
Maintaining a database for publications for all faculty of CVC and Directors.
Providing support for standing and special meetings with agendas, schedules, minutes and action plans and distributing meeting minutes.

Responsibilities

Administration (75%)

Responding to multiple and frequent competing requests for the Director's time, with weekly oversight from them in triaging their time and establishing priorities. Resolves calendaring conflicts.
Developing an itinerary and meeting all presentation requirements. Tracking timelines of required materials (i.e. abstracts, etc.).
Developing complex presentations and documentation for Directors.
Maintaining calendars and scheduling activities.
Planning and coordinating travel and conference arrangements
Assisting with the development and completion of reports for a variety of purposes (declarations of conflict of interest, completion of required documentation before presentations, including abstract preparation, key objectives, current and updated biographies and curriculum vitae).
Developing and providing the Supervisor with a weekly summary of tasks and assignments with supporting documentation if required.
Preparing expense reports and tracking travel-related expenses and general expenses.

Academic/Research Administration (15%)

Assisting with editorial and editorial board responsibilities in submitting manuscripts and manuscript reviews to various medical journals (i.e. European Heart Journal, American Heart Journal, Journal of the American College of Cardiology, Circulation, Canadian Medical Association Journal, and Journal of the American College of Cardiology).
Ensuring compliance with journal requirements, tracking submission status, reviewing galley proofs for accuracy on accepted publications, and advising on discrepancies between submission and proof before print.
Tracking all submissions electronically and ensuring updates are entered on the curriculum vitae and files are transferred electronically.
Creating files, logging on the tracking system, ensuring the completed review meets the deadline date and completing the required score sheet for manuscript reviews and new manuscripts.
Creating or enhancing figures for manuscripts, as needed
Creating and obtaining permission from external sources for the republishing of figures and/or tables, and ensuring approval is received before print.

Event Management (10%)

Assisting with continuing medical education activities related to the Distinguished Visitor series and other meetings
Assisting with the preparation of the program for submission to sponsors.
Drafting invitations to faculty, including details of honoraria for approval by Directors and sponsor(s).
Communicating with visitors, speakers, faculty, sponsors and facilitators as required.
Ensuring appropriate bookings are made for a) meeting room(s), b) hotel, c) restaurant(s) and d) transportation.
Prepares briefing materials for meetings and committees.
Coordinating travel arrangements for staff, trainees, and visitors.

Qualifications

Minimum Qualifications:

Education:

High school diploma, supplemented by post-secondary coursework or training in office administration and medical terminology; Office Administration Certificate.

Experience:

Minimum 2 years of related office experience
Computer proficiency (expert level) in a Windows environment using MS Office applications Word, Excel, PowerPoint, Outlook) and reference tools
Graphical design experience using tools such as InDesign
Familiarity with bibliographic databases, software and metrics

Considered an Asset:

Abilities:

Strong ability to prioritize and manage multiple competing requests.
Excellent planning, organizational and time management skills.
Proven communication and interpersonal skills (friendly and positive demeanour) with the ability to provide clear, concise and accurate information in response to complex inquiries.
Ability to demonstrate communication skills that promote respect and a positive team environment in a highly demanding environment.
Ability to accommodate competing and changing workload demands.

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms - physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.

The Faculty of Medicine & Dentistry is one of the world’s top academic health science centres. With 21 departments, multiple research institutes and centres, and a focus on excellence in education, research, and clinical care, the faculty trains outstanding medical and dental professionals and drives global health innovation in collaboration with partners across sectors.

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More about this job

Responsibilities

The Administrative Assistant will provide high-level support to CVC Directors, including calendar management, travel arrangements, and manuscript submission to medical journals. They are also responsible for maintaining academic CVs, coordinating research trainee status, and assisting with the organization of continuing medical education projects.

Requirements

Candidates must possess a high school diploma supplemented by post-secondary coursework in office administration and medical terminology, or an Office Administration Certificate. A minimum of 2 years of related office experience and expert-level proficiency in MS Office and bibliographic software are required.

Skills

Administrative support
Calendar management
Travel coordination
Manuscript submission
Proofreading
Database management
Event planning
MS Office
InDesign
Bibliographic research
Time management
Communication
Medical terminology
Report preparation
Expense tracking

Visa sponsorship

Not detected in the job text

Keywords

Administrative Assistant
Clinical Trials
Cardiovascular Medicine
Academic Research
Manuscript Submission
Bibliographic Databases
Scopus
MS Word
MS Excel
MS PowerPoint
MS Outlook
InDesign
Medical Terminology
Continuing Medical Education
Distinguished Visitor Series
Expense Reporting
Itinerary Planning
Research Administration
Event Management
University of Alberta

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