Administrative Assistant, Consortium National de

4 months ago

Greater Sudbury, Canada Laurentian University Full time

**RESPONSIBILITIES**

The Consortium national de formation en santé at Laurentian University (CNFS-LU) aims to improve access to bilingual health professionals in official language minority communities and increase health services targeting these communities. As such, CNFS-LU engages in recruitment and retention activities and helps improve and strengthen the various health programs offered in French. CNFS-LU also contributes to research capacity development to better grasp the health needs of Ontario’s francophone communities.

The incumbent reports to the CNFS-LU manager and performs clerical and administrative duties. The person is also responsible for supporting the activities of the CNFS team.

The administrative assistant performs some or all of the following functions under the supervision and at the request of the manager:

- Provide full confidential administrative support to the CNFS ;
- Assume the administrative management of various projects at the request of the manager ;
- Prepare and update documents, financial reports, activity plans and quarterly reports ;
- Prepare, revise and proofread various documents such as time sheets, reports, letters, presentations, forms, tables, charts, and ensure quality ;
- Organize and participate in internal and external meetings and book rooms, write minutes, prepare, produce and distribute documents, agendas, and minutes ;
- Ensure the collection and compilation of data and information in Health Canada templates ;
- Ensure the receipt, verification and submission of invoices, authorization requests, reimbursement requests and purchase orders ;
- Ensure the maintenance of an expense register, reconciliation and monthly filing ;
- Ensure the supply of office and computer supplies ;
- Make reservations for meetings or business trips for CNFS team ;
- Receive and respond to inquiries, welcome and direct visitors ;
- Establish and maintain an effective filing system ;
- Establish and maintain databases related to the contact details of partners, working groups and committees and other distribution lists as well as inventories of equipment, tools and promotional items ;
- Work in collaboration with the CNFS team to ensure the logistics of meetings, conferences, receptions, special events, and various CNFS activities ;
- Work in collaboration with the support staff of Laurentian University ;

**QUALIFICATIONS**:

- A high school diploma and at least two years of post secondary education (or equivalent combination of education and experience), including training in business administration or project management, and a strong interest in the health field ;
- Strong advanced literacy skills to provide adequate support in French to CNFS ;
- Fluency in spoken and written French and English ;
- Skills in report preparation, bookkeeping and databases ;
- Computer skills, including Google Workspace (Drive, Docs, Spreadsheets, Presentations, Forms, Calendar, Gmail), Adobe and knowledge of social media platforms ;
- Numeracy skills (basic accounting knowledge to track expenses and manage budgets ;
- Excellent teamwork skills ;
- Ability to work independently, meet tight deadlines and manage priorities while working on multiple projects simultaneously ;
- Excellent communication, interpersonal, networking, collaboration and problem-solving skills ;
- Excellent sense of organization, initiative, tact and discretion ;
- Ability to work flexible hours (occasionally) ;
Subsidized position until March 2028.

**Hours of Work**

The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.

**FRENCH**

Adjointe administrative, Consortium national de formation en santé (CNFS)

**FONCTIONS**

Les objectifs du Consortium national de formation en santé - volet Université Laurentienne (CNFS-UL) consistent à favoriser un accès accru aux professionnels de la santé bilingues dans les communautés de langue officielle en situation minoritaire et d’accroître l’offre de services de santé ciblant ces communautés. Ainsi, le CNFS-UL s’engage aux activités de recrutement et de rétention ainsi qu’à l’amélioration et la consolidation de l’offre de ses divers programmes de santé offerts en français. De plus, le CNFS-UL contribue au développement de la capacité de recherche visant à mieux cerner les besoins en santé des communautés francophones de l’Ontario.

Le ou la titulaire du poste relève de la gestionnaire du CNFS-UL et s’acquitte des tâches cléricales et administratives. La personne est également responsable du soutien pour les activités de l’équipe du CNFS de l’Université Laurentienne.

L’adjointe administrative exerce une partie ou l’ensemble des fonctions suivantes sous la supervision

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