Administrative Assistant - Lethbridge Polytechnic

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 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.

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