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.

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
• Conduct internet searches and manage email 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
• The Occupational Health & Safety Act and Regulations that apply to the work being performed 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

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:

• Supports committees and working groups as required, including but not limited to; taking minutes and coordinating all follow-up actions including the dissemination of information to all committee members, updating all documentation as per direction of Chairs, circulation and tabulation of e-mail votes, and assuring committee members can access meeting either in person, or by phone.
• Providing support to PGME Website by updating information and links as directed
• Providing support to the PGME Office SharePoint site
• Monitors, directs for processing and follows up on invoices received in the pgeinvoices@nosm.ca email account; liaises with the Finance unit on outstanding invoices
• Monitors and provides standard responses to emails received in the postgrad@nosm.ca email account
• 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