Administrative Assistant, Admissions and Learner

7 months ago

Greater Sudbury, Canada Northern Ontario School of Medicine Full time

Reporting to the Director of Admissions and Learner Recruitment, this position’s primary purpose is to provide administrative support to the Admissions and Learner Recruitment Office and the admissions process which includes extensive interaction with applicants, volunteers, and other community partners.

This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

**Responsibilities**:
Tasks may 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.

**Unit Specific Responsibilities**
- Act as a first point of contact for staff, faculty, learners, applicants, etc. for the Admissions and Learner Recruitment Unit and direct or escalate inquires or concerns appropriately.
- Receives submissions and confirms receipt of documentation, including the verification of various learner documents
- Organize, maintain, and audit various Admissions & Learner Recruitment databases, online and hard copy files, transcripts, and document libraries to ensure they meet accreditation standards and that information is accessible and accurate.
- Assist in the collection and presentation of data for various reports, presentations, and publications.
- Monitor portfolio expenses and prepare/process appropriate documents for submission to the Finance Unit (i.e. purchase card reconciliation, request for payment, purchase orders, budget transfers, equipment orders, personal expense claims).
- Maintain and monitor office supply inventory levels; place orders as required and arrange for servicing of office equipment.
- Prepares minutes for various committees and other meetings, as required.
- Coordinates logistics for Admissions and Learner Recruitment events (i.e. Camp Med, interview process, career fair, high school visits, etc.)
- Perform other duties as required.

**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 of related experience is required
- Demonstrated experience recording and transcribing formal and/or informal minutes
- Proficiency in Microsoft Office (Word, Excel, PowerPoint)
- Demonstrated ability to pay great attention to detail
- Strong writing, editing and proofreading skills
- Ability to adapt to new technology
- Experience with an enterprise computing system such as Colleague preferred.
- 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
- 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 professionalism and strong interpersonal skills
- Proven ability to meet deadlines and provide quick reaction to requests.
- Familiarity with the Freedom of Information and Privacy Act
- Ability to work both independently and collaboratively in a highly technological environment
- Ability to plan, organize and prioritize work and maintain accurate records
- Ability to use discretion, maintain confidentiality and ensure the security of records

**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.”

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