Academic Administrative Assistant - Pediatrics

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

Location - This role is in-person at North Campus Edmonton. It is eligible for the University of Alberta hybrid work program after 1 year.

The Department of Pediatrics at the University of Alberta is a leading centre for pediatric education and research in Canada. In partnership with the Stollery Children’s Hospital and community pediatrics across Northern Alberta, we provide exceptional care for children, youth, and families. Guided by our values of compassion, growth, and health equity, our team advances pediatric care through innovative research, accredited training programs, and unique learning opportunities led by dedicated faculty.

Reporting to the Academic Administrative Team Lead, the Administrative Assistant position will support faculty members by managing schedules, coordinating correspondence, and keeping research and academic activities on track. You’ll balance multiple priorities with professionalism and confidentiality while supporting teaching, research, and clinical innovation work across pediatric subspecialties.

We’re looking for someone who thrives in a fast-paced environment, works well independently, and enjoys being part of a supportive team. If you’re eager to use your organizational skills to make a difference in pediatric care, research, and education, we’d love to hear from you!

• Be the go-to administrative support for faculty-led research projects, including support for literature searches, journal reviews, ethics submissions, and grant applications.
• Bring ideas to life by creating polished presentations, posters, reports, and CVs that showcase our faculty’s work.
• Help share knowledge by preparing summaries, reports, and materials for use with conferences, workshops, and publications.
• Keep projects on track by managing budgets, abstracts, and research documentation with precision.
• Own the calendar-juggling meetings, teaching schedules, call rotations, and travel plans with ease.
• Make meetings matter by coordinating logistics, preparing agendas, and recording minutes when needed.
• Keep communication flowing by drafting, editing, and tracking correspondence, ensuring deadlines are always met.
• Stay organized by maintaining electronic and paper filing systems, office protocols, and desk manuals.
• Support faculty on the move by arranging travel, preparing itineraries, and processing expense claims.
• Manage the dollars and details-tracking invoices, reconciling expenses, and supporting research account management.
• Contribute to the bigger picture by gathering information for annual reports and divisional updates.
• Provide team cross-coverage and support with administrative tasks across the department as needed.

• A high school diploma, supplemented by secretarial and/or administrative coursework.
• Proficiency with MS Office (Excel, Word, Outlook, Access, PowerPoint) and Google applications (Gmail, Calendar, Docs, Sheets, Slides)
• 1+ year of related office/administrative experience, ideally within an academic or research setting.
• Organization, problem-solving, and time management skills to balance priorities and keep things on track.
• Excellent communication skills (both written and verbal), along with strong interpersonal abilities that help you build positive relationships.
• The ability to work independently while also contributing as part of a supportive team.
• A strong commitment to client service, with a professional, approachable, and solutions-focused attitude.
• Familiarity with reference management tools (e.g., EndNote) and research search engines (e.g., PubMed, Cochrane).

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.