Administrative Assistant – Undergraduate Medical Education

Reporting to the Senior Director, Undergraduate Medical Education (UME) Administration, this position's primary purpose is to provide general administrative support to the UME portfolio, specifically the Curriculum and Planning Unit, the Program Delivery Unit, the Office of Program Evaluation, Accreditation, and the Educational Resources Unit. Additionally, this position assists with supporting overall continuous quality improvement of the UME program as well as providing administrative support to faculty committees.

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.

Tasks may include but are not limited to the following:

• Assists the Curriculum and Planning Unit by participating as a staff invigilator on campus during student exams
• Provides support for individuals and groups through document management using online resources such as SharePoint and DocTract. ensuring that all necessary arrangements are made.
• Provides administrative support to faculty committees such as the Program Evaluation Committee (PEC) and Theme Committees
• Works with the Program Delivery Unit by assisting with the documents and files in the NOSM U Wellness app and the UME portion of the NOSM U website.
• Assists in the overall continuous quality improvement of the UME program through working with others on Program Evaluation and Accreditation processes.
• Using approved NOSM standard procedures, develops, updates and maintains electronic and hard copy files, which are often highly confidential, to retrieve information using knowledge of filing systems and retrieval.
• Assists the Senior Director, UME Administration, with UME portfolio operational needs, as required.
• Supports PEC and Theme Committees in collaboration with the committee Chair(s) by developing and distributing meeting agendas and related documents. Schedules meetings, books rooms, and organizes video/teleconferences for unit or committee members.
• Develops faculty committee meeting notes and working groups as required.
• Assists the Educational Resources Unit by helping with OSCE timing and logistics
• Collaborates with the Accreditation Officer and others to ensure Accreditation documents are gathered, accessible to those who need them, and helps with Review Team visit logistics.
• Works closely with the Coordinators of PE and Director, Student Assessment and Program Evaluation to ensure the proper and timely delivery of PE surveys. .
• Works closely with staff in Finance to ensure accurate and timely payment to students, staff, and faculty.
• Supports the Office of the Associate Dean, UME, as required.
• Performs other duties as assigned.

• 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.

• Minimum one (1) year 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
• Experience with database entry and spreadsheet management is required
• Computer office software (e.g., word processing, spreadsheets, databases, email, internet)
• Extensive knowledge of Publisher, Adobe, PowerPoint is an asset
• The NOSM University Undergraduate Medical Education curriculum is an asset
• Medical Terminology is an asset
• Office practices and procedures
• The Occupational Health & Safety Act and Regulations that apply to the work being performed
• University administration policies and procedures is an asset
• Videoconference and Teleconference procedures is an asset

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

Interested candidates are submit a resume along with verification of academic accomplishments quoting the competition number # CV no later than October 17, 2025 at 4:00 PM to:

NOSM University

Attention: Human Resources

935 Ramsey Lake Road, Sudbury, Ontario P3E 2C6

Email:

Fax:

Interested candidates are invited to submit a resume along with verification of academic accomplishments

quoting the competition number # CV no later than October 17, 2025 at 4:00 pm to:

NOSM University

Attention: Human Resources

935 Ramsey Lake Road, Sudbury, Ontario P3E 2C6

Email:

Fax:

NOSM University offers accommodation for applicants with disabilities throughout its recruitment processes. If you require accommodation during the recruitment process, or require an accessible version this posting, please contact Human Resources via email at .

NOSM University invites applications from all qualified individuals. NOSM University is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity.

NOSM University needs to gather information about applicants' status as either Permanent Residents of Canada or Canadian citizens. Applications need not identify their country of origin or current citizenship; however, all applications must include one of the following statements:

"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.