Administrative Assistant, Research

Under the supervision of the Manager, Research Services, this position’s primary purpose is to provide administrative support to the Research and Graduate Studies Office.

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.
- Formats official documents such as policies.
- Schedules meetings, books rooms, and organizes video/teleconferences for office or committee members ensuring that all necessary arrangements are made. Committee support includes creation and distribution of agendas, recording and preparation of meeting minutes, coordination of follow-up required, dissemination of documents, etc.
- Undertakes routine administrative tasks including arrangements for printing, photocopying, collation of documents, ensuring adequate inventory of supplies for office and general clerical duties.
- 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.

Unit Specific Responsibilities
- Supports the office members by making travel arrangements, preparing reimbursements, and maintaining calendar logistics.
- Reconciles expenses, advising on policies and procedures, and obtaining approval signatures per internal office procedures.
- Assists with procurement by sourcing information for purchase, completing forms, obtaining approvals, ordering and reconciling expenses.
- Provides administrative support for events and workshops (i.e. Northern Health Research Conference, Graduate Studies orientation and workshops).
- Maintains related graduate studies databases, and generates reports as requested.
- Performs various tasks as needed by the Research Laboratory Coordinators, such as assisting with inventory of lab equipment.
- Assists with Research and Graduate Studies Office activities such as awards, scholarships and grant management.
- Helps coordinate the scheduling of committee meetings and the timeline of document approval to meet Senate and Executive Group deadlines
- Performs other duties as required.

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

- A post-secondary diploma 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 post-secondary education environment
- Understanding of policies related to research activities and graduate studies
- Ability to adapt to new technology
- Proficient in Microsoft Office programs
- Experience with online meeting platforms (Google Meet, Cisco WebEx)
- Experience with Sharepoint
- Experience with survey platforms, eg. Qualtrics
- Experience with database entry and spreadsheet management
- Use discretion and maintain confidentiality
- Strong writing, editing, and proofreading skills
- Demonstrated experience recording and transcribing formal and/or informal minutes
- Demonstrated time management skills
- Ability to respond quickly in a dynamic and changing environment
- Ability to work individually as well as part of a team
- Superior customer service and strong interpersonal skills

**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
- “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._