Administrative Assistant

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 9-month temporary role runs from August 31, 2026 to May 28, 2027. The work schedule is Monday to Friday, 10:00 a.m. to 2:00 p.m., with occasional flexibility to accommodate operational needs.

• 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.

• 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.

• 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.)
• Strong customer‑service and problem‑solving skills.

AUPE Class Level 6 Step 2, $25.69 per hour