Administrative Assistant

3 months ago


Greater Sudbury, Canada Northern Ontario School of Medicine Full time

This position reports directly to the Manager of Community Services. This position’s primary purpose is to provide a complete range of administrative support to the clinical scheduling, electives and housing services within the Administration and Operational Support portfolio.

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 include**:

- Supports the Manager, Clinical Services by assisting with scheduling meetings, preparing reimbursements, and maintaining calendar logistics.
- Coordinates, collates, and communicates all answered scheduling requests into the Daily Return for the unit.
- Reconciles, codes, and records all invoices for the unit.
- Provides back-up assistance to Community Relations Coordinator performing housing duties. Monitors all housing requests and ensure housing requirements are met as per established procedures and guidelines. Collects, records, and reimburses housing security deposit, keys and/or housing rental and cleaning fees. Coordinates, organizes and mails out housing information packages and keys to learners using NOSM U Housing.
- Updates the PaNDA system with housing information as required.
- Supports committees and working groups as required.
- Helps to schedule, plans and coordinates unit meetings, workshops, conferences, and retreats; books travel, accommodations and catering as necessary. Submits and reconciles invoices for events accordingly. Organizes and finalizes room bookings, teleconferences, OTN, webinar and other meeting or event arrangements.
- Prepares agendas and records meeting minutes for team and unit-based meetings.
- Performs other duties as assigned.

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

- A post-secondary 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
- Experience in the medical or post-secondary education environment is an asset
- Knowledge of basic office practices and procedures is required
- Proficiency in Microsoft Office programs (Word, Excel PowerPoint, Outlook, SharePoint), and Google Drive programs (Docs, Sheets, Slides, Gmail) is required.
- Knowledge of PaNDA software or familiarity with database management are assets
- Familiarity with medical terminology is an asset
- Knowledge of university administration policies and procedures is an asset
- Ability to analyze and solve problems typically associated with responsibilities
- Ability to create, compose, edit and proof-read written materials using exceptional attention to detail
- Ability to manage databases and maintain records, gather and analyze data, compile information and draft reports
- Ability to effectively multi-task in a high volume work environment with tight deadlines
- Ability to embrace a continuous quality improvement philosophy and adapt to change
- Ability to plan, organize and prioritize work
- Ability to type with speed and accuracy
- Understand and follow instructions and work with mínimal supervision
- Ability to use discretion and maintain confidentiality of information in compliance with accreditation standards and government regulations.
- Ability to work in a consultative and collaborative fashion with a variety of other units to further overall University strategic objectives
- Ability to work independently and as part of a team

**Language**:

- Must be able to communicate effectively in English (verbally



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