Administrative Assistant, Surgery

**Description** The **Department of Surgery** in the **Cumming School of Medicine** invites applications for a **Administrative Assistant,**. This Full-time Fixed Term position is for approximately 6 months (based on length of grant funding), with the possibility of extension. Will report directly to the Executive Director (ED) of the Ohlson Research Initiative (ORI). **Summary of Key Responsibilities** (job functions include but are not limited to): * Coordinates sample collection, including scheduling, registration, assigning study IDs and uploading documentation to Connect Care and REDCap * Collects data on patient enrollment, visit schedules, and prepares kits for sample collection. Assures timely and accurate data entry into database * Prepares sample collection kits for study participants and delivery to operating room and/or surgeon * Liaise with Principal Investigators (PIs), study research coordinator, and study research assistants to advise on existing protocols, and further develop the patient enrollment, sample collection, sample tracking, and data management processes * Maintains ongoing communication with study program team, program participants and PI during the course of the program * Prepare, edit, and proofread correspondence, invoices, presentations, publications, reports, and related documents * Organize and distribute incoming mail/email and other materials to coordinate the flow of information internally and externally to team * Arrange meetings, including scheduling, providing agendas, meeting notes, and following up on action items for Executive Director and ORI research team * Responsible for coordinating the recruitment process for new faculty and staff members, dealing with candidate enquiries, developing the itinerary, coordinating travel arrangements and gathering all relevant information from candidates and then drafting this information for the Executive Director and Search Committee members * Oversees template-based hires through People Soft and maintains a tracking system for extensions * Monitors multiple research accounts through EFin and prepares reports and expenditure authorizations for the Executive Director and for other's approval, providing clarification on commitment and budget projections * Financial management (signing authority [with some decision making] on multiple research/operating accounts) * 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 Ensure Executive Director is kept informed of activities, and progress of work **Qualifications / Requirements:** * Post Secondary Certificate/Diploma/Degree * High school diploma required, some post-secondary education preferred * Min