Administrative Assistant, Office of The Registrar

1 week ago

Greater Sudbury, Canada Northern Ontario School of Medicine Full time

Reporting directly to the Registrar, the Administrative Assistant’s primary purpose is to provide high level administrative support to the NOSM University Registrar and the Office of the Registrar 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 include but are not limited to the following:

- Act as the first point of contact for the Office of the Registrar on the Thunder Bay Campus.
- Communicate and effectively interact with people across cultures to create a campus environment that is welcoming and inclusive.
- Handle submissions and receipt of documentation as well as the verification of various learner documents.
- Work with the Registrar to ensure that documentation to and from the Office of the Registrar to Senate is accurate and timely. Ensures that policy and regulations that are public facing are up to date and uploaded to appropriate webpages.
- Responsible to regularly update the Office of the Registrar website with updates and changes in regulation, policy and process for the whole of the university community as it interacts with the Office of the Registrar.
- Maintain the document/policy library for the Office of the Registrar to ensure that policy and regulations are reviewed according to their review schedules.
- Prepare, edit, and proofread correspondence, reports, presentations, and other required material/ documentation. Prepares graphs, charts, spreadsheets, and schedules to aid unit members.
- Schedule meetings, book rooms, and organize 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, mail distribution and pick up, arrangements for printing, photocopying, collation of documents, coordinating catering and travel arrangements. Completing relevant expense reconciliations, creating of purchasing requisitions and purchase orders.
- Provide administrative support to the Portfolio during events such as Convocation and Orientation and will also attend these events.
- Perform other duties as required.

**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) years of related experience is required
- Demonstrated experience recording and transcribing formal and/or informal minutes
- Proficiency in Microsoft Office (Word, Excel, PowerPoint)
- Demonstrated ability to pay great attention to detail
- Strong writing, editing and proofreading skills
- Ability to adapt to new technology
- Experience with an enterprise computing system such as Colleague preferred.
- Ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times
- Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting.
- Knowledge of basic office practices and procedures and best practices
- Ability to respond quickly in a dynamic and changing environment
- 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
- Proven ability to meet deadlines and provide quick reaction to requests
- Use discretion and maintain confidentiality and security as well as familiarity with the Freedom of Information and Privacy Act
- Ability to work both independently and collaboratively in a highly technological environment
- Ability to plan, organize and prioritize work and maintain accurate records
- Ability to use discretion and maintain confidentiality and ensure security of records

**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

quoting the competition number **#**2024-1866-RC **no later than** April 24, 2024 at 4:00 pm **to:
**NOSM University**

**Attention: Human Resources**

**935 Ramsey Lake Road**, Sudbury, Ontario P3E 2C6**

**Fax: (705) 671-3880**
- “I am a Canadian citizen or permanent resident of Canada.”_
- “I am not a Canadian citizen or permanent resident of Canada but I am legally eligible to work in Canada.”_
- “I am not a Canadian citizen or permanent resident of Canada or otherwise legally

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