Administrative Assistant - Junior

Summary

Join the Government of Alberta as a Junior Administrative Assistant! Reporting to the Manager of Operations Support, you will play a crucial role in securing contract signatures, managing contract documentation, and ensuring compliance with trade agreements and organizational policies. Your responsibilities include maintaining contract records, providing training on records management, and facilitating access to financial and supply chain systems. You will also manage user access and account information within procurement systems, supporting various departments and external stakeholders. This temporary position offers a chance to contribute to the delivery of high-quality healthcare in Alberta.

Responsibilities

• Secure contract signatures from vendors and facilitate the procurement and exchange of contract documentation among internal and external stakeholders
• Methodically maintain contracts within the contract record management system - Contract Lifecycle Management (CLM), ensuring the accuracy of stored data
• Ensure compliance to the standards defined in Canadian trade agreements and organizational policies and procedures, including routing audit and FOIP information requests
• Provide training and assistance to all personnel regarding the enforcement of records management policies, procedures, and optimal practices pertaining to information management
• Facilitate access and administrative support for financial, supply chain systems to advance the delivery of patient-centric, safe and high-quality healthcare for all Albertans
• Oversee the management of user access and account information within procurement systems
• Maintain corporately held accounts for all departments within Alberta Health Services (AHS), including those for Grand & Toy and Amazon, as well as the setup of external customer accounts for external purchasing portals and access to Oracle roles and responsibilities
• Proof and format system access documents
• Track records in Excel
• Answer phone calls and emails
• Create documents as required
• Act as point of contact for stakeholders
• Provide contract administrative support to Contract Coordinators regarding documentation, reporting, filing, contract maintenance and monitoring
• Review requests from AHS Contracting department
• Process and triage all submitted requests
• Support the provision of access to various online platforms