Administrative Support III (Secretary II)
Calgary Laboratory Services - Calgary, AB

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Position: Administrative Support III (Secretary II)
Competition Number: 13-EXT-011
Status: 0.7 FTE (27.125hrs per week)
Closing Date: March 20, 2013
Rate Scale (hr): $22.64 to $ 25.98
Duration: Permanent
Location: Rocky View General Hospital
Schedule: Monday – Friday (days)

Position Summary
Reporting to the AP Clerical Supervisor, this position provides secretarial and administrative support services to assigned Pathologists.

Key Accountabilities
 Transcribes from longhand notes or dictating equipment, types correspondence, bulletins, reports, forms, memos, etc.
 Answers telephones, relays messages, and refers callers to the appropriate areas.
 Assists in the preparation and submission of manuscripts and abstracts, as required. Assists with the preparation of overheads, slides, PowerPoint presentations and materials for presentations as required.
 Creates and maintains Access databases.
 Prepares agendas, takes, transcribes and distributes minutes of meetings. Books conference and meeting rooms, arranges for catering.
 Assists with the preparation of student examinations, including preparation of teaching slides and studentships.
 Assists with the preparation of research grants including forms completion, monitoring funding available/spent, transferring funds.
 Assists with pathologists’ research projects including maintaining statistics, creating and entering data into research databases.
 Acts as liaison in lymphoma consults between pathologist, physicians’ offices, other CLS sites and/or departments.
 Assists with duty rota/call schedule as required.
 Liaises with CLS and U of C to create slides from electronic files, photographs from digital images, and posters for lectures/conferences. Scans specimen slides for creation of digital images for insertion into PowerPoint presentations.
 Liaises with U of C to coordinate post doctoral hires, payroll, and benefits.
 Liaises with U of C grad office to coordinate Clinical Clerkship and Master’s students.
 Acts as resource to staff to provide support and troubleshoot problems with computers, printers, software, etc.
 Makes travel arrangements, compiles and submits expenses.
 Updates pathologists’ annual reports, curriculum vitae and association membership status (e.g. Alberta Medical Association).
 Retrieves appropriate medical information from health records, reports, slides. Gathers material for weekly Rounds and distributes accordingly.
 Organizes and maintains filing systems.
 Orders and distributes books and other reading material.
 Requests office supplies, as required.
 Operates copying equipment, fax machine, and other office equipment as required.
 Opens, sorts and distributes mail.
 Other related duties as assigned.
 Professional and ethical responsibility to protect privacy, use confidential information appropriately, and maintain the confidentiality and security of all information related to patients, staff and the business of CLS.
 Demonstrates Professionalism, Respect/Caring, Integrity, Dedication and Excellence (PRIDE) in the work environment.

Key Skills and Aptitudes
 High school graduation, post secondary education in secretarial arts may be preferred.
 Excellent word processing skills, good knowledge of Microsoft office products.
 Knowledge and/or expertise related specifically to the operational area.
 Secretarial experience is preferred.
 Knowledge of Peoplesoft an asset.
 Knowledge of PathNet an asset.
 Good communication and interpersonal skills.
 Knowledge or expertise related specifically to the operational area.
 Ability to work as a member of the departmental team, provides support to a number of staff members, and meets deadlines.


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