Administrative Assistant
January 23, 2018
Are you resourceful and organized with an eye for detail?
Are you a natural planner who takes initiative and constantly aims for quality?
Do you want to support Alberta doctors in their provision of quality health care in our province?
If you're up for a challenge, the Alberta Medical Association is recruiting for a full-time Administrative Assistant position for our Section Services unit in the Public Affairs branch. At the AMA, we know that employees are fundamental to our success as an organization. We take pride in hiring client-oriented relationship builders who embrace teamwork, personal growth and development and truly want to help us succeed.
The AMA is the official voice of the medical profession in Alberta. It stands as an advocate for its physician members and provides them with leadership and support in the provision of quality health care. For more information on the AMA please visit our website at www.albertadoctors.org.
Position Overview
The Section Services unit supports the 40-plus specialty medical sections (e.g., Section of General Practice, Section of Cardiology, etc.) of the AMA to meet their various needs and respective goals and objectives in their particular area of medicine. Some travel may be required to attend section meetings.
In this role, you will:
Build Relationships: Establish and maintain positive working relationships with members of AMA sections, the Public Affairs team and other AMA staff and colleagues to achieve the goals of the Section Services Unit and the wider organization.
Focus on Client Needs: Anticipate, understand, and respond to the needs of AMA sections, including coordinating, arranging and supporting meetings and other section activities. This includes attending meetings, taking notes and preparing minutes that identify action items and responsibilities, as well as summarizing discussion and key issues.
Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques. Correspond with – and on behalf of – Section Presidents and other AMA physicians as required, this includes monitoring the section president’s email, preparing responses to correspondence and handling telephone enquiries.
Organize: Set priorities, develop a work schedule, monitor progress and track section details, data, dates, information and activities. This includes maintaining accurate section executive slate information for purposes of governance compliance, section administration and operations and general communication.
Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and identify solutions that enhance AMA’s service to physicians.
Plan and Make Decisions: Determine strategies and approaches to effectively AND pro-actively support AMA sections. Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of Section Services and the organization.
Behave Ethically: Understand ethical behavior and business practices and use excellent judgment and discretion in dealing with AMA sections and all AMA business.
Education and Experience
- Two years post-secondary diploma with a major in business or administration.
- Four years of administrative experience.
- Experience working with Microsoft Word, Access and Excel is required.
Skills
- Experience posting content to corporate websites an asset.
- Demonstrated skills in letter composition and transcription of recorded meetings/pulling action items and organizing minutes.
- Must have experience managing high volumes of email for others, routing them for handling and ensuring that appropriate follow up occurs.
- Must have experience with coordinating meetings and taking minutes (including action items, responsibilities and summary of discussions that took place. Strong writing skills required).
- Must have superior organizational skills to apply to critical tasks such as maintenance of section executive information and working proactively to keep this information up to date.
- Must have superior communication and collaboration skills, taking responsibility for own work but able to work with a partner in a set of shared tasks, sometimes picking up for a team mate in the middle of an initiated project.
- Must have excellent judgment and discretion in dealing with AMA sections: be capable of assuming responsibility and responding to the demands of work challenges; have flexibility and ability to prioritize; have a willingness to take direction but also be able to work with minimal supervision or direction; be able to anticipate, manage and plan.
How to Apply
Please submit a cover letter with full job title and résumé, in confidence, before 5 p.m. on Tuesday, January 30, to:
Human Resources
Alberta Medical Association
E-mail: resumes@albertadoctors.org
This position will remain open until January 30 or until a suitable candidate can be found. We thank all applicants, however only those selected for an interview will be contacted. Your resume may be used for other vacancies.
