Administrative Assistant, Undergraduate Medical

Reporting to the Senior Director, Undergraduate Medical Education Administration, this position’s primary purpose is to provide administrative support to the UME portfolio as a whole and specifically to the Senior Director, UME Administration on a day-to-day basis.

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:

• 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 or notes, 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.
• Prepares, edits and proofreads correspondence, reports, presentations, and other required material/documentation. Prepares graphs, charts, spreadsheets, and schedules to aid unit members.

Unit Specific Responsibilities

Tasks may include but are not limited to the following:

• Serves as a contact point for students and facilitators on the Sudbury and Thunder Bay campuses in need of specific Unit information support.
• Supports the Senior Director, UME Administration, with scheduling in calendars, travel arrangements and other logístical requirements.
• Supports committees and working groups as required.
• Supports the UME Units: Program Delivery, Educational Resources, and Curriculum and Learning Environment, as well as, UME processes, as required.
• Supports the Office of the Associate Dean, UME, as required.
• Performs other duties as assigned.

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 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
• 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
• University administration policies and procedures is an asset
• Videoconference and Teleconference procedures is an asset

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

• “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._