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Administrative Assistant, Faculty Affairs

  • Greater Sudbury, Ontario, Canada View on Map
  • posted 3 weeks ago
  • Posted : October 7, 2020 -Accepting applications
  • View(s) 16

Job Detail

  • Experience Minimum Of One (1) Year Related Experience Is Required
  • Company Name Northern Ontario School Of Medicine

Job Description

Reporting to the Director of Faculty Affairs, the Administrative Assistant, Faculty Affairs will provide administrative support to the leadership of the Faculty Affairs Portfolio and to the Faculty in the Medical, Human and Clinical Sciences Divisions.

This position is covered by the Terms and Conditions of the OPSEU Staff Unit 677 Collective Agreement. A copy is available on the NOSM website.


Tasks 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 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.
Act as a first point of contact for staff, faculty and key NOSM partners, provide general information with respect to the Faculty Affairs Unit, and direct or escalate inquires or concerns appropriately.

Unit Specific Responsibilities

Manage inbound and outbound communication for the Faculty Affairs Unit including email, mail, telephone, fax, priority post, courier services, and any other correspondence.
Facilitate recruitment, appointments, reappointments, and/or promotion for Medical, Human and Clinical Sciences Division faculty by collecting and collating information, preparing correspondence, and managing documentation.
Organize, maintain, and audit various FA office databases, online and hard copy files, faculty records, transcripts, and document libraries to ensure they meet accreditation standards and that information is accessible and accurate.
Collect data and information from faculty and other stakeholders using various methods including phone and email correspondence, online tools and directories, surveys, and questionnaires.
Facilitate and support FA Portfolio faculty teaching and program scheduling, academic qualification and licensing, and quality improvement, program evaluation and scholarly activity initiatives.
Draft, review, edit, and distribute various forms of correspondence and/or promotion such as emails, letters, newsletters, posters, and website copy.
Assist in the collection and presentation of data for various reports, presentations and publications.
Monitor portfolio, unit, staff, Faculty and/or program expenses and prepare/process appropriate documents for submission to the Finance Unit. (purchase card reconciliation, request for payment, purchase orders, budget transfers, faculty/speaker payments and honorariums, equipment orders, personal and program related expense claims)
Maintain and monitor office supply inventory levels; place orders as required; and arrange for servicing of office equipment.
Performs other duties as assigned.
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 of one (1) year related experience is required
Demonstrated experience recording and transcribing formal and/or informal minutes
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Strong writing, editing and proofreading skills
Ability to work early mornings, evenings and/or weekends, as required
Demonstrated time management skills
Ability to adapt to new technology
Ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times
Ability to conduct internet searches and manage email
Knowledge of basic office practices and procedures
Ability to respond quickly in a dynamic and changing environment
Ability to work individually as well as part of a team
High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment
Experience with database entry and spreadsheet management is required
Superior telephone manners and strong interpersonal skills
Good working knowledge of student assessment and evaluation software (e.g. One45 system) is an asset
Familiarity with medical terminology 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 invited to apply online or submit a resume along with verification of academic accomplishments quoting the competition number # 2020-1415-CV no later than October 13, 2020 at 4:00 PM to:

Northern Ontario School of Medicine
Attention: Human Resources
935 Ramsey Lake Road, Sudbury, Ontario P3E 2C6
Email: [email protected]
Fax: (705) 671-3880

The Northern Ontario School of Medicine 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 [email protected]

The Northern Ontario School of Medicine invites applications from all qualified individuals. NOSM 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 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:

“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.

Required skills