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University of Calgary

Administrative Assistant, Surgery

Calgary, AB, Canada

Full-time

Apply About employer

Applications open in a new tab.

Job details

Job type: Full-time
Apply by: Nov 9, 2026
Experience: Minimum 2 years of related administrative experience
Posting language: English
Posted: Nov 2, 2026

Original job description

Description

The Department of Surgery in the Cumming School of Medicine invites applications for an Administrative Assistant. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.

This position reports to the Department Head.

The Administrative Assistant will carry out administrative tasks associated to the research and quality improvement project(s) as carried out within the Office of Surgical research (OSR) and Office of Surgical Quality (OSQ) within the Department of Surgery.

Summary of Key Responsibilities (job functions include but are not limited to):

Prepare, edit, and proofread correspondence, invoices, presentations, publications, reports, and related documents
Organize and distribute incoming mail and other materials to coordinate the flow of information internally and externally to the department
Arrange meetings, including scheduling, providing agendas, meeting notes, and following up on action items for Principal Investigator and research team
Order office supplies and maintain inventory using appropriate software as required (eg. PeopleSoft)
Answer in person, phone, and electronic inquiries
Greet visitors and direct to appropriate person where necessary
Arrange travel schedules and make reservations
Organize events by arranging locations, ordering supplies, providing agendas, and answering inquiries
Compile and organize data, statistics, and other information to support research activities
Keep office and work area clean and safe
Establishes and maintains effective, productive relationships with staff, peers, immediate supervisor and senior management and with the campus community
Manages own time effectively and ensures immediate reports to manager is kept informed of activities, and progress of work
Changes to procedures and practices to increase effectiveness and efficiency of work area

Qualifications / Requirements:

Post Secondary Certificate/Diploma/Degree required
Minimum 2 years of related administrative experience
A combination of education and experience will be considered
Immediate to advanced skills in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint), Internet skills
Fully proficient interpersonal and organizational skills
Demonstrate strong analytical skills
Ability to operate and maintain various office equipment (eg. photocopier, fax machine)
Demonstrated strong communication, team and customer service skills, and an ability to exercise judgment within established guidelines
Must be open to learning and development, and be willing to accept new challenges and assignments
A positive attitude and the ability to work independently and as part of a team are critical to success
Knowledge of the University of Calgary processes and procedures is desirable

Application Deadline: November 9, 2026

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About The University Of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

Apply About employer

More about this job

Responsibilities

Provide administrative support for research and quality improvement projects within the Department of Surgery, including preparing documents, coordinating meetings and events, managing supplies, and responding to inquiries. Compile and organize information to support research activities, coordinate travel, and maintain effective working relationships while keeping the manager informed of progress.

Requirements

A post-secondary certificate, diploma, or degree and at least two years of related administrative experience are required; an equivalent combination of education and experience may be considered. Candidates should have immediate to advanced Microsoft Office skills, strong communication, interpersonal, organizational, analytical, and customer service abilities, and the capacity to work independently and collaboratively.

Skills

Administrative Support
Document Preparation and Proofreading
Meeting Coordination
Scheduling
Inventory Management
Customer Service
Communication
Interpersonal Skills
Organization
Analytical Skills
Microsoft Word
Microsoft Outlook
Microsoft Excel
Microsoft PowerPoint
Data Compilation
Time Management

Visa sponsorship

Not detected in the job text

Keywords

Administrative Support
Research Administration
Quality Improvement
Department of Surgery
Office of Surgical Research
Office of Surgical Quality
Document Preparation
Proofreading
Correspondence
Meeting Coordination
Agenda Preparation
Meeting Notes
Action Item Follow-Up
Inventory Management
PeopleSoft
Microsoft Office
Microsoft Word
Microsoft Outlook
Microsoft Excel
Microsoft PowerPoint
Customer Service
Data Compilation
Research Activities
Travel Coordination
Event Coordination
Office Equipment
University of Calgary

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