Administrative Assistant, Continuing Education

2 weeks ago

Greater Sudbury, Canada Northern Ontario School of Medicine Full time

Reporting to the Director, Continuing Education Professional Development (CEPD), the Administrative Assistant, will provide administrative support to the CEPD Portfolio leadership and team, and will support in the development and delivery CEPD Programs. 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 include, but are not limited to the following:

- Provides administrative assistance and support to the CEPD portfolio staff and leadership
- Supports virtual and face-to-face meetings, educational events and committees, including creation and distribution of agenda, recording and preparation of meeting minutes, real-time event support coordination, preparation, editing, and dissemination of documents, etc.
- Schedules meetings, books rooms, and organizes video/teleconferences for unit or committee members ensuring that all necessary arrangements are made Prepares, edits and proofreads correspondence, reports, presentations, and other required material/ documentation. Prepares graphs, charts, spreadsheets, and schedules to aid unit members
- 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.
- Undertakes routine administrative tasks including arrangements for printing, photocopying, collation of documents, coordinating catering and travel arrangements, and completing relevant reconciliations.
- Using approved NOSM 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 partners, provide general information with respect to the CEPD Unit, and direct or escalate inquires or concerns appropriately.

**Unit Specific Responsibilities**
- Organize, maintain, and audit various CEPD 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 virtual and in-person CEPD Portfolio program development and scheduling, academic qualification and licensing, and 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 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
- Great attention to detail
- Ability to work early mornings, evenings and/or weekends, as required
- Demonstrated multi-tasking and 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 professionalism and strong interpersonal skills
- 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
- ._
- “Yes, I am a Canadian citizen or permanent resident of Canada.”_
- “Yes, I am not a Canadian citizen or permanent resident of Canada but I am legally eligible to work in Canada.”_
- “No, I am not a Canadian citizen or permanent re

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