Position: Administrative Assistant
Reports To: Manager, Internal Relations
Location: Hybrid (Edmonton, Alberta)
About PARA: The Professional Association of Resident Physicians of Alberta (PARA) is dedicated to providing robust representation for physicians completing further training in a residency program. PARA advocates excellence in education and patient care while striving to achieve optimal working conditions and personal well-being for all its members.
Position Overview: The Administrative Assistant will provide administrative support, basic member services and project coordination to the PARA office team, ensuring smooth office operations and fostering a welcoming and efficient environment for all. Acting as PARA’s first point of contact, this role will manage general inquiries via email, screen incoming phone calls, order supplies and book office space. The Administrative Assistant will work with the Internal Relations team to answer general contract compliance and residency training questions. They will also support in the planning and implementation of projects and Association events such as meetings, retreats and orientation. Additionally, this role will support internal committees by taking minutes, organizing meetings and providing project support.
Education: An Administration Diploma or a related field
Experience: Two to three years directly related experience (or a combination of education and experience)
Knowledge, skills and attributes:
· Demonstrated experience working alongside and providing excellence in administrative and project management support within an office environment
· Excellent organizational and task management skills, with a strong attention to detail
· Strong interpersonal skills, with the ability to build and maintain relationships internal and external to the organization
· Excellent verbal and written communication skills
· Proficient with Microsoft Office Suite, Zoom and SharePoint along with online forms, document submission/filing and expense management
· Business banking experience is an asset
Key Duties and Responsibilities:
Administration:
· Act as a first point of contact for PARA, answering and screening calls, ensuring voicemail is maintained in conjunction with other support staff and responding to general inquiries from the PARA email
· Opening and distributing incoming mail, general troubleshooting of office equipment, maintaining inventory of supplies and general upkeep of the area
· Management of the Association’s calendar
· Provide administrative support to internal committees, Assembly and Executive Board
· Provide administrative support to all staff
Member Support:
· Respond to general member and partner questions related to Resident Physician Agreement (with training) by phone and email
· Keep records of call schedules and correspondence of issues.
Project Coordination:
· Assist in creating, producing and distributing materials for committees, conferences, presentations, meetings, workshops and other PARA events
· Coordinating projects, ensuring timelines and objectives are met
· Support office staff in the planning of events, workshops and conferences
· Support office staff in the planning of quarterly and annual meetings as well as annual retreat
Why Join Us?
· Hybrid work schedule
· A comprehensive benefit plan, including vacation, health spending account, RRSP contributions and parking
· Professional development opportunities for growth and advancement within the association
Application Process:
If you are interested in this position please submit your resume, cover letter, and potential start date to para@para-ab.ca by end of day November 12, 2024.
We thank all applicants for their interest in this position; only those selected for an interview will be contacted by November 20.