Administrative Assistant, Learner Support Services

3 weeks ago

Greater Sudbury, Canada Northern Ontario School of Medicine Full time

Reporting to the Director, Learner Support Services, the Administrative Assistant, Learner Support Services provides administrative assistance to the Learner Support Services unit. The Administrative Assistant also assists learners with their needs and inquiries, redirecting them to appropriate staff as necessary.

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:

- 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.
- Act as the first point of contact for administrative issues relating to the Isight Case Management System. Updating system as required by the LSS staff.
- 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 Learner Support Services Unit, and direct or escalate inquires or concerns appropriately.

**Unit Specific Responsibilities**
- Maintain and update the Isight confidential case management system.
- Provide administrative support to the ongoing development of the Virtual Health and Wellness Hub, updating information for all learners, specifically focusing on learners with accommodations.
- Work in collaboration with the Learner Support Services Coordinator to educate all learners about the Virtual Health and Wellness Hub.
- Works with the accessibility advisor in the production of approved educational materials relating to accommodations and AODA for learners, staff, and faculty
- Maintains and updates the Learner Support Services SharePoint website
- Other duties as assigned

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

- A College diploma in Office Administration, or relevant discipline from a recognized college with Canadian accreditation or an equivalent combination of education and experience is required.

**Knowledge, Skills and Abilities**:

- Minimum of one (1) year related experience is required
- Must be proficient in Word and Excel, various databases and have some knowledge of room booking systems and other programs
- Knowledge of the Isight Case Management System is considered a significant asset
- 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
- 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 resident of Canada or otherwise legally eligible to work in Canada.”_
- While all responses are appreciated and will be handled with the strictest confidence, only those being considered for interviews will be acknowledged._

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