Executive Assistant, Equity and Inclusion

3 weeks ago

Greater Sudbury, Canada Northern Ontario School of Medicine Full time

This position’s primary purpose is to provide executive level support to the Associate Dean, Equity and Inclusion, in such a manner that they are able to effectively perform their job. This position acts with little supervision, anticipating needs while managing the day-to-day workflow and prioritizing various projects within the Equity and Inclusion Portfolio.

This position provides extensive support and plans high level functions for various committees and groups, as well as provides a range of support to the various activities within the Equity and Inclusion Portfolio.x

**Responsibilities**: Tasks may include but are not limited to the following:

- Confidentially reviews and handles the Associate Dean’s incoming mail and demonstrates initiative in determining appropriate course of action. Reads internal and external correspondence, addresses issues as appropriate and responds directly and/or composes responses for the Associate Dean’s signature.
- Independently handles inquiries and requests and resolves problems requiring in-depth knowledge of the area and general knowledge of the School, its policies and procedures. Determines the appropriate course of action and follows through to resolution. Alerts the Associate Dean to matters which demand attention or redirects matters to the appropriate office for action.
- Assists in the development of an annual work plan for the Portfolio and facilitates the work of the Associate Dean by keeping tasks, actions and priorities on track.
- Schedules and organizes events on behalf of the Associate Dean including meetings, conferences, travel etc. Prepares all required materials including agendas, meeting details, and travel itineraries and documents.
- Supervises the records management function of the Equity and Inclusion Portfolio ensuring all files are current, organized and accessible as required.
- Monitors the Associate Dean’s budget and holds limited delegated signing authority. Maintains financial records applicable to the Equity and Inclusion Portfolio, tracks expenses against the financial budget, and reconciles expense reimbursements. Reviews reimbursement requests from the Associate Dean’s direct reports and advises of any protocol/policy discrepancies, adhering to all School protocols and policies.
- Provides administrative support for multiple formal committees and groups. Includes preparing agendas, assembling background materials, attending meetings, taking minutes and coordinating the follow-up actions.
- Performs all other duties as assigned

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

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

**Knowledge, Skills and Abilities**:

- Minimum of five (5) years of related experience is required
- Proficient with Word, Excel, Power Point, Outlook and Google Mail
- Experience with Datatel / Colleague
- Extensive knowledge of Finance Policies / Procedures
- Experience gathering and analyzing data, compiling information, and drafting reports
- Experience with SharePoint or database software and survey software
- Experience with computer software with word processing capabilities (i.e. Word, PowerPoint, Excel)
- Ability to analyze and solve problems typically associated with responsibilities
- Ability to create, compose, edit and proof-read written materials
- Ability plan, organize and prioritize work and to multi-task in a high-volume work environment
- Ability to operate a PC and work comfortably in a computerized office environment
- Ability to understand and follow instructions, and work with mínimal supervision
- Ability to use discretion and maintain confidentiality
- Ability to work in a consultative and collaborative fashion with a variety of other units to further overall school strategic objectives
- Ability to work independently and as part of a team
- Ability to work within established organizational practices, protocols and policies

**Language**:

- Must be fluently bilingual in French and English (verbally, written and comprehension) *There will be a Language proficiency test.
- Indigenous language skills would be considered an 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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