Administrative Assistant, Pgme Office

Reporting to the Manager, Postgraduate Medical Education Office, this position’s primary purpose is to provide general administrative support to the Postgraduate Education Office functions of registration, reporting, promotion, recruitment, and continuous quality improvement.

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 U 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**

Tasks include but are not limited to:

- Providing support to PGME Website by updating information and links as directed
- Providing support to the PGME Office SharePoint site
- Provides administrative support in preparation for events such as but not limited to orientation, CaRMS interview process, and PGMEC functions
- Provides back-up administrative support for promotions and recruitment
- Provides back-up administrative support to the PGME Office function of accreditation reviews, continuous quality improvement and PGMEC committee functioning
- Provides back-up administrative assistance to program AA’s when operationally required
- Performs other duties as assigned

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

- A post-secondary diploma from a recognized Canadian institution with accreditation preferably in Office Administration, Business Administration or other administrative-related discipline or an equivalent combination of education and experience is required.

**Knowledge, Skills and Abilities**:

- Minimum of one (1) year of related experience is required
- Demonstrated experience recording and transcribing formal and/or informal minutes is required
- Experience in the medical or post-secondary education environment is an asset
- Microsoft Office proficiency (Word, Excel PowerPoint, Outlook, Sharepoint) is required
- Basic office practices and procedures is required.
- Work early mornings, evenings, and/or weekends as required
- Travel when required
- Familiarity with medical terminology is an asset
- University administration policies and procedures is an asset
- Confident; enthusiastic; reliable
- Good interpersonal skills and ability to work with many personalities
- High tolerance for change, last minute changes and ambiguity

**Language**:

- Must be able to communicate effectively in English (verbally, written and comprehension)
- French/Indigenous language skills would be considered asset

**Working Conditions**
- Extended periods of sitting
- Interaction with employees, management, and the public at large
- Working in a busy office environment with frequent interruptions
- Occasional overtime and travel

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 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._