Administrative Assistant, Health Sciences

at  Northern Ontario School of Medicine

This position reports directly to the Northern Ontario Dietetic Internship Program (NODIP) Manager and indirectly to the Health Sciences Manager. This position’s primary purpose is to provide a complete range of administrative support to the Health Sciences programs in Northern Ontario, including NODIP and the Rehabilitation Sciences programs.
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 (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 of related experience is required
• Experience in the medical or post-secondary education environment is an asset
• Proficiency in Microsoft Office programs (Word, Excel PowerPoint, Outlook, SharePoint), and Google Drive programs (Docs, Sheets, Slides, Gmail) is required.
• Experience with WordPress and MailChimp programs would be an asset.
• Demonstrated experience recording and transcribing formal and informal minutes is required
• Strong writing, editing and proofreading skills is required
• Experience with database entry and spreadsheet management is required
• Basic office practices and procedures is required
• Demonstrated time management skills
• Adapt to new technology
• 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
• 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
• Multi-task in a high volume work environment
• Work flexible hours as needed; as meetings typically occur early mornings, sometimes in the evening and occasionally on the weekend

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 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

• Provides confidential administrative clerical support and guidance to learners, staff and faculty in the Health Sciences programs
• Responsible for updating and maintaining program databases and ensures integrity of information
• Processes and tracks faculty, staff and learner expenses, honorariums, and requisitions all following associated NOSM policies
• Helps to schedule, plans and coordinates unit meetings, workshops, conferences and retreats; books travel, accommodations and catering as necessary. Submits and reconciles invoices for events accordingly. Organizes and finalizes room bookings, teleconferences, OTN, webinar and other meeting or event arrangements. Prepares agendas and records meeting minutes
• Works closely alongside assigned travel agency to influence, negotiate and finalize travel arrangements for learners and staff as needed adhering to budget policy and guidelines
• Working in collaboration with NOSM Communications, maintains the Northern Ontario Dietetic Internship Program and Rehabilitation Sciences websites.
• Performs all other duties as assigned.