Clinical Sciences Division Administrative

6 months ago

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 communities across Northern Ontario.

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 website.

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

- Acts as the primary contact for the Clinical Sciences Division (CSD), manages all correspondence with regard to CSD faculty appointment, promotion and academic licensure and responds to inquiries from CSD Faculty, as well as internal and external NOSM University partners.
- Resolves and triages CSD Faculty concerns, with a customer service orientation, as per NOSM University and FA Unit policies and procedures and, when necessary, escalates concerns to FA Unit leadership.
- Coordinates offers of appointment to faculty, tracks acceptance of faculty appointments for the Faculty Affairs Unit and facilitates all logistics and supports orientation for new CSD Faculty.
- Coordinates all aspects of the academic licensure process for all applicants considered for and awarded academic licensure with NOSM University as per CPSO guidelines, including tri-party licensing for non-Ontario physicians, which requires liaising with internal and external partners such as Academic Health Science Centres, Northern Ontario Hospitals, Local Education Groups and CPSO.
- Plans and coordinates annual CSD Section Chair Retreat, secures venue and catering, arranges travel and accommodation, and provides on-site support for FA Leadership, Division Heads and Section Chairs.
- Maintains CSD Faculty Database and faculty listing for NOSM University and host universities, performs regular updates to the Faculty Database and liaises with internal and external NOSM University partners to gather, consolidate and analyze faculty data, across all NOSM University programs to ensure data integrity.
- Oversees appointment, promotions and academic licensure processes and engages in process re-engineering to ensure they are efficient and effective of that the workflow of the CSD Division is streamlined and coordinated.
- Support the Faculty Affairs Evaluation Coordinator with dissemination and collation of faculty evaluations as well as preparation and dissemination of evaluation reports.
- Prepares graphs/charts/spreadsheets/schedules to support CSD and FA Unit reporting to Senate and presentation to stakeholders as required.
- Using approved NOSM University standard procedures, develops, update and maintain electronic and hard copy files and signatures, which are often highly confidential, in order to retrieve information using knowledge of filing systems and retrieval.
- Coordinates regular, streamlined communication to CSD Faculty on behalf and the Faculty Affairs Portfolio, as well as other internal and external NOSM University partners, via weekly communique and various newsletters to the CSD Faculty.
- Provides high-level support to FA Unit leadership and FA Unit Committee’s including, but not limited to, scheduling meetings, ensuring IT requirements are met, disseminating meeting materials, taking minutes as required, creating action item lists, drafting reports and communiques, etc.
- Act as a role model of the organization’s values in daily work activities.
- Perform other duties as assigned.

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

- A postsecondary diploma (preferably in Office Administration, Business Administration or other 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
- Experience in the medical or post-secondary education environment is an asset
- Proficiency in Microsoft Office programs (Word, Excel PowerPoint, Outlook, Access) is required
- Experience with database entry and spreadsheet management is required
- Ability to gather and analyze data, compile information and draft reports
- Ability to create, compose, edit and proofread written materials using exceptional attention to detail
- Knowledge of office practices and procedures is required
- Demonstrated time management skills
- Familiarity with medical terminology is an asset
- Ability to adapt to new technology
- 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
- Knowledge of university administration policies and procedures is an asset
- Ability to multi-task in a high volume work environment

**Language**:

- Must be able to communicate effectively

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