Administrative Assistant
Appointment Type: Temporary, Part-Time position. Dates: August 31, 2026 - May 28, 2027. Hours per week/FTE: 20 (Monday-Friday, 10:00 a.m. - 2:00 p.m., with occasional flexibility).

Responsibilities

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.

Applicants must be available to work a regular schedule of Monday to Friday, 10:00 a.m. to 2:00 p.m. Occasional schedule flexibility is required to accommodate operational needs.

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 new 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.).

Robust customer-service and problem-solving skills.

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

#J-18808-Ljbffr

📌 Administrative Assistant (Alberta)
🏢 Lethbridge Polytechnic
📍 Alberta