Job Title: Administrative Assistant

Appointment Type: Temporary, Part-Time

Position Dates: August 31, 2026 - May 28, 2027

Hours per week: 20

About The Position The Administrative Assistant supports an interdisciplinary Wellness Services team at Lethbridge Polytechnic. This role is responsible for coordinating appointments in the Primary Care setting, serving as a first point of contact for patients (primarily students, as well as for employees and their families) and providing administrative support to the team of practitioners.

This is a 9-month temporary role from August 31, 2026 – May 28, 2027.

Position Details

- Serve as the first point of contact in person, by phone, and by email: greeting clients, answering and routing calls, and creating a welcoming, calm, and confidential environment for all clients.
- Manage the department email inbox, incoming and outgoing faxes, and mail; sort and route correspondence to the correct provider or staff member.
- Monitor and action online appointment requests submitted by patients through the clinic’s booking platform: booking, declining, or following up as appropriate.
- Import, attach, and correctly file incoming results, consults, and correspondence to the right chart, recording the action taken and routing to the responsible provider.
- Coordinate referral bookings with outside providers and organizations (diagnostic imaging, AHS programs, specialists)
- Manage provider schedules across the clinic, booking appropriate appointment types and durations based on reason for visit and provider preferences.
- Direct clients to appropriate services and provide them with appointment preparation instructions based on type of appointment.
- Check in patients: verification of demographics and PHN.
- Create and maintain patient charts in the EMR.
- Maintain appointment schedule for all staff members of Wellness Services.
- Check samples in clinic and order more from drug reps when requested.




- Check expiry dates on clinic medication and supplies.
- Process Alberta Health Care billing and reconciliation.
- Create bills and collect payment for uninsured and third-party services; generate receipts and reconcile cash, including petty cash.
- Order and restock clinic and office supplies; create purchase requisitions through the institution’s procurement system.
- Maintain confidentiality and privacy as in accordance with the HIA and clinic policies.
- Organize meetings in Microsoft Outlook, prepare agendas, take minutes when needed.

Required Qualifications

- High School Diploma
- Medical Office Assistant certificate or Unit Clerk certificate (or equivalent combination of education and experience) preferred.

Preferred Qualifications

- Excellent communication and interpersonal skills.
- Friendly, warm, and empathetic.
- Exceptional time management, organization, planning, communication, priority-setting skills, and the ability to exercise sound judgment are required.
- Works well independently as well as a team member.
- Proficiency using computers and common office software applications.
- Ability to quickly learn and adapt to current software, systems, and technologies.
- Experience using electronic medical records (EMR) systems, appointment scheduling software, and Microsoft Office applications is considered an asset.
- Ability to maintain patient privacy and confidentiality.
- Skilled in working office equipment (scanning, printing, copying, etc.)
- Strong customer-service and problem-solving skills.

Salary AUPE Class Level 6 Step 2, $25.69 per hour

Culture of Care A Culture of Care at Lethbridge Polytechnic embraces a workplace that both protects and empowers employees by creating an environment that promotes psychological, cultural and physical safety. All employees play an important role in building a safe and supportive campus dedicated to learning and growing.

For more information go to: lethpolytech.peopleadmin.ca/postings/5544

📌 Administrative Assistant - Lethbridge Polytechnic
🏢 Chinook Primary Care Network
📍 Lethbridge