Administrative Assistant, Faculty Affairs

7 months ago


Thunder Bay, Canada Northern Ontario School of Medicine Full time

Reporting to the Director of Faculty Affairs, the Administrative Assistant, Faculty Affairs will provide administrative support to the leadership of the Faculty Affairs Portfolio and to the Faculty in the Medical, Human and Clinical Sciences Divisions.

This position is covered by the Terms and Conditions of the OPSEU Staff Unit 677 Collective Agreement. A copy is available on the NOSM University website.

**Responsibilities**:
Tasks include but are not limited to the following:

- Opens and distributes incoming regular and electronic mail and other material and coordinates the flow of information internally and with other units and organizations. Prepares replies on routine matters.
- Prepares, edits and proofreads correspondence, reports, presentations, and other required material/ documentation. Prepares graphs, charts, spreadsheets, and schedules to aid unit members.
- Schedules meetings, books rooms, and organizes video/teleconferences for unit or committee members ensuring that all necessary arrangements are made. Committee support includes creation and distribution of agenda, recording and preparation of meeting minutes, coordination of follow-up required, dissemination of documents, etc.
- Undertake routine administrative tasks, including arrangements for printing, photocopying, collation of documents, coordinating catering and travel arrangements, and completing relevant reconciliations.
- Using approved NOSM University standard procedures, develops, updates and maintains electronic and hard copy files, which are often highly confidential, in order to retrieve information using knowledge of filing systems and retrieval.
- Act as a first point of contact for staff, faculty and key NOSM University partners, provide general information with respect to the Faculty Affairs Unit, and direct or escalate inquiries or concerns appropriately

**Unit Specific Responsibilities**
- Facilitate recruitment, appointments, reappointments, promotion, wellness, and mentorship for Medical, Human and Clinical Sciences Division faculty by collecting and collating information, preparing correspondence, and managing documentation.
- Organize, maintain, and audit various FA office databases, online and hard copy files, faculty records, transcripts, and document libraries to ensure they meet accreditation standards and that information is accessible and accurate.
- Facilitate and support FA Portfolio faculty teaching and program scheduling, academic qualification and licensing, quality improvement, program evaluation and scholarly activity initiatives.
- Assist in the collection and presentation of data for various reports, presentations and publications.
- Monitor portfolio, unit, staff, Faculty and/or program expenses and prepare/process appropriate documents for submission to the Finance Unit. (purchase card reconciliation, request for payment, purchase orders, budget transfers, faculty/speaker payments and honorariums, equipment orders, personal and program-related expense claims)
- Maintain and monitor office supply inventory levels; place orders as required; and arrange for servicing of office equipment.
- Performs other duties as assigned.

**Qualifications**:
**Education**:

- A postsecondary diploma (preferably in Office Administration, Business Administration or other administrative-related discipline) from a recognized Canadian institution with accreditation or an equivalent combination of education and experience is required.

**Knowledge, Skills and Abilities**:

- Minimum of one (1) year related experience is required
- Demonstrated experience recording and transcribing formal and/or informal minutes
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Strong writing, editing and proofreading skills
- Ability to work early mornings, evenings and/or weekends, as required
- Demonstrated time management skills
- Ability to adapt to new technology
- Ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times
- Knowledge of basic office practices and procedures
- Ability to respond quickly in a dynamic and changing environment
- Ability to work individually as well as part of a team
- High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment
- Experience with database entry and spreadsheet management is required
- Superior telephone manners and strong interpersonal skills
- Good working knowledge of student assessment and evaluation software (e.g. One45 system) is an asset
- Familiarity with medical terminology is an asset

**Language**:

- Must be able to communicate effectively in English (verbally, written and comprehension)
- French/Indigenous language skills would be considered asset

NOSM University
Attention: Human Resources
935 Ramsey Lake Road, Sudbury, Ontario P3E 2C6
Fax: (705) 671-3880
- “I am a Canadian citizen or permanent resident of Canada.”_
- “I am not a Canadian citizen or permanent



  • Thunder Bay, Canada Northern Ontario School of Medicine Full time

    Reporting to the Director of Indigenous Affairs, the Administrative Assistant provides administrative assistance and support to the Indigenous Affairs (IA). The Administrative Assistant also assists learners, staff and faculty with their needs and inquiries, redirecting them to appropriate staff as necessary. The primary purpose of Administrative Assistant...


  • Thunder Bay, Canada Northern Ontario School of Medicine Full time

    Reporting to the Director, Faculty Affairs, the CSD Coordinator provides administrative support to the Clinical Sciences Division Head and Section Chairs, and coordinates Faculty appointment, promotion and academic licensing, according to the Faculty Affairs Unit policies, procedures and processes, for 1700+ Clinical Sciences Division Faculty, located in 90...


  • Thunder Bay, Canada Northern Ontario School of Medicine Full time

    Reporting to the Director, Faculty Affairs, the CSD Coordinator provides administrative support to the Clinical Sciences Division Head and Section Chairs, and coordinates Faculty appointment, promotion and academic licensing, according to the Faculty Affairs Unit policies, procedures and processes, for 1700+ Clinical Sciences Division Faculty, located in 90...


  • Thunder Bay, Canada Lakehead University Full time

    Faculty of Business Administration. **_ Reference # BUSI-2024-25-01_** Experience with experiential learning and online or alternative modes of delivery is highly desired. The Faculty of Business Administration at Lakehead University is accredited by the Association to Advance Collegiate Schools of Business (AACSB) and Chartered Professional Accountants...


  • Thunder Bay, Canada Lakehead University Full time

    Lakehead University Community Legal Services is a legal clinic within the Bora Laskin Faculty of Law that provides legal services to low-income clients, as well as an experience based educational program for Lakehead Law students. Our work includes individual case files, teaching, community outreach and public legal education within the District of Thunder...


  • Thunder Bay, Canada Lakehead University Community Legal Services Full time

    **ALL APPLICATIONS MUST BE RECEIVED EXTERNALLY AND NOT THROUGH EMAIL OR INDEED. PLEASE COPY AND PASTE THIS LINK IN YOUR BROWSER TO APPLY DIRECTLY ON THE LAKEHEAD UNIVERSITY WEBSITE**: **Job description** Lakehead University Community Legal Services is a legal clinic within the Bora Laskin Faculty of Law that provides legal services to low-income clients, as...


  • Thunder Bay, Canada Northern Ontario School of Medicine Full time

    This is a new position to reflect the evolution of NOSM University. The Director of Clinical Partnerships and Hospital Relations is a key leadership position responsible for overseeing administratively the building of strong relationships to lead and develop functional, pan-northern partnerships across NOSM U’s distributed network. This role involves...

  • Office Assistant

    2 months ago


    Thunder Bay, Canada Lakehead University Full time

    Please click on this link for this job ad The Office Assistant is primarily responsible for providing administrative support to the Faculty of Graduate Studies Dean, Faculty and students. This position is the first point of contact for the Department and acts as a liaison between students, staff, and other University departments.


  • Thunder Bay, Canada Thunder Bay Regional Health Sciences Centre Full time

    **Ref# 24NON112** **1 ‑ Full Time ‑ Executive Assistant** **Chief Of Staff Office Medical & Academic Affairs** Reporting to the Chief of Staff and the Vice President, Medical and Academic Affairs, with a matrix to the Senior Executive Assistant & Office Manager, the Executive Assistant position is essential to the success of the two portfolios. This...


  • Thunder Bay, Canada Northern Ontario School of Medicine Full time

    This position provides administrative support to NOSM University’s CFPC and RC residency programs and the overall NOSM University Postgraduate Medical Education portfolio. Reporting to the Manager, Postgraduate Medical Education, this position’s primary purpose is to provide general administrative support to the Royal College programs (e.g. General...


  • Thunder Bay, Canada Thunder Bay Regional Health Sciences Centre Full time

    **Ref# 24NON083** **1 ‑ Full Time ‑ Executive Assistant** **Clinical Services, Quality and Corporate Affairs** Reporting to the Vice President, Clinical Services, Quality and Corporate Affairs with a matrix to the Senior Executive Assistant & Office Manager, the Executive Assistant is essential to the success of the Clinical Services, Quality and...


  • Thunder Bay, Canada Northern Ontario School of Medicine Full time

    Reporting directly to the Director, Francophone Affairs, the incumbent liaises with a variety of Francophone stakeholders, including groups, organizations, institutions and communities to engage them in various education programs, initiatives and activities within the University. The Coordinator champions collaborations between Francophone communities,...


  • Thunder Bay, Canada Wesway Full time

    _Wesway is growing. Wesway is a local, non-profit organization which provides personalized respite services for families who are caring for a family member with a disability or chronic health condition. Wesway offers a competitive salary and a dynamic team-oriented work environment._ **Administrative Assistant - #NU-23-2024** **Permanent Full Time Position...


  • Thunder Bay, Canada Crossroads Centre Inc. Full time

    **Administrative Assistant - **Permanent Part-Time** Under the direction of the Executive Director, the Administrative Assistant will fulfill clerical, administrative and human resource responsibilities to ensure efficient operations of the program. The Administrative Assistant will also act as the assistant to the Executive Director and provide...


  • Thunder Bay, Canada Appraisal Group (Thunder Bay) Inc. Full time

    The full-time administrative assistant will assist with a variety of duties to include assisting on preparing reports, searching/preparing files, and general administrative duties as required. Schedule: - 8 hour shift - Day shift Work Location: One location


  • Thunder Bay, Canada Appraisal Group (Thunder Bay) Inc. Full time

    The full-time administrative assistant will assist the Energy Division with a variety of duties to include assisting on preparing reports, searching/preparing files, and general administrative duties as required. Schedule: - 8 hour shift - Day shift Work Location: In person


  • Thunder Bay, Canada EPID@Work Research Institute Full time

    This is a part-time position for three (3) days per week, Tuesday, Thursday, and discussion of the third day available. Interested applicants are invited to submit a single PDF document containing a cover letter, resume, and the contact information of three professional references to: Dr. Vicki Kristman Lakehead University is a comprehensive,...


  • Thunder Bay, Canada Independent First Nations Alliance Full time

    Are you passionate about providing administrative support to ensure the smooth operation of health services programs? We're seeking a dedicated individual to join our team as a Health Services Administrative Assistant. This role requires exceptional organizational skills, attention to detail, and strong communication abilities to facilitate administrative...


  • Thunder Bay, Canada Independent First Nations Alliance Full time

    Are you passionate about providing administrative support to ensure the smooth operation of health services programs? We're seeking a dedicated individual to join our team as a Health Services Administrative Assistant. This role requires exceptional organizational skills, attention to detail, and strong communication abilities to facilitate administrative...


  • Thunder Bay, Canada YES Employment Services Full time

    **Summary**: Under the supervision of the Service Delivery Manager, the Administrative Assistant is an integral part of the team as the first point of contact for the client. It is imperative that each and every client is greeted by a friendly and knowledgeable Administrative Assistant. The Administrative Assistant’s duties include offering administrative...