Administrative Assistant (6 month contract)

Job Description: Administrative Assistant

Schedule: Monday - Friday 8:00-4:30 pm

The MacEwan University Health Centre is a new state-of-the-art primary care clinic, located in downtown Edmonton, focused on the Patient-Centered Medical Home model which provides patient-centered, comprehensive, coordinated, and accessible care based on the patient’s needs . MUHC’s unique academic teaching, medical home model of health care provides a friendly, supportive, caring and learning environment. Along with supporting work-life balance and a positive team environment, we empower our staff to enhance their skills, to foster growth and development with educational opportunities

Reporting to the Clinic Manager, the Administrative Assistant will provide comprehensive administrative support to our Management team. The ideal candidate will excel in managing schedules, facilitating communication, and ensuring smooth operations within the office environment, with additional responsibilities in support of Accounting, HR and Payroll.

Duties and Responsibilities

Administrative Support

- Manage calendars, appointments, meetings and events for the Clinic Manager, Clinic Director and other leaders as required; coordinate priorities, correspondence and follow-up actions.

- Prepare internal and external communications, reports, presentations, spreadsheets and other documents; maintain organized, secure filing systems.

- Research and compile information to support decision-making, and present findings clearly.

- Arrange cost-effective travel itineraries, bookings and accommodations for management and the Clinic Director.

- Provide administrative coverage during absences and support accounting, human resources and payroll activities as assigned.

- Anticipate administrative needs, resolve routine operational issues and escalate matters requiring management attention.

Physician Scheduling

- Promptly process physician schedule change requests received through the designated Google form, update all relevant systems and confirm changes by email.

- Create and maintain physician schedules in the EMR, Connecteam and scheduling spreadsheets, ensuring information is consistent across systems.

- Customize schedules with physician-requested templates, lunch breaks, catch-up time and meeting blocks; support the Clinic Director’s EMR schedule.

- Coordinate statutory holiday, weekend, evening, Thursday and Christmas rotations and physician sign-up schedules; open evening and weekend clinics accordingly.

- Schedule in-clinic call and record it in the scheduling spreadsheet, EMR and Connecteam.

- Communicate changes affecting resident schedules to site administrators.

Meetings and Committee Support

- Coordinate quarterly NAPCAC and staff meetings, including scheduling, invitations, meeting materials and virtual meeting arrangements.

- Support monthly PIT meetings, including virtual meeting arrangements and documentation.

- Attend and participate in monthly supervisor meetings and monthly workplace health and safety committee meetings; compile committee materials and document discussions and decisions as required.

- Book rooms, prepare agendas and materials, arrange virtual platforms, and record and distribute minutes, action items and key decisions.

- Coordinate follow-up on meeting actions, maintain the boardroom schedule and securely store confidential meeting records.

Third Party Billing and Financial Administration

- Prepare and send third-party invoices and required chart information through approved channels.

- Receive and process payments, track outstanding invoices and send payment reminders.

- Collect, organize and maintain departmental purchase receipts and credit card expense records.

Office and Clinic Operations

- Maintain the order spreadsheet to track purchases and provide administrative support for accounting and payroll processes as assigned.

- Order and distribute office and coffee room supplies, monitor inventory and coordinate supply purchases and errands.

- Maintain the 24 Hour Plan contact list and staff list.

- Maintain the coffee machine throughout the day, clean it each evening and maintain the ice machine.

- Support Import Pool tasks as assigned.

- Handle sensitive information with discretion and secure confidential documents and communications appropriately.

Projects and Staff Activities

- Support special projects and operational initiatives by coordinating administrative tasks, tracking deadlines and following up on deliverables.

- Assist with equipment purchases, troubleshoot repairs, training arrangements, clinic tours and payroll change communications.

- Coordinate staff recognition, special-day treats, potlucks, staff event supplies and Lunch and Learns.

- Perform other related administrative and operational duties as assigned.

Qualifications

- Completion of accredited office admin or relevant education preferred.

- Minimum 2 years’ experience.

- Proven experience as an executive assistant or in a similar role.

- Strong organizational and time-management skills.

- Excellent written and verbal communication abilities.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint,), Google Workspace (docs, sheets, calendars and Drive) and Zoom.

- Ability to handle confidential information with integrity.

- Strong problem-solving skills and a proactive mindset.

We provide competitive compensation, professional development, and a full benefits package:

- Medical/Dental/Vision

- Maternity Leave

- Parental Leave

- Paid Holidays

- Vacation/Paid Sick Leave

- RRSP

Applicants in consideration will be required to adhere to a criminal record search. We thank you for your interest, however, only qualified applicants will be contacted. Out-of-province/country applications will not be considered.