Job Title: Administrator, Committees and Networks (Term position until October 2026)
Location: Remote within Canada
Department: Governance
Reports To: Manager, Education
Starting Salary range: Range: $53,111.62 - $60,542.35 (grade 3)
Job InformationCome join the AFMC team, where innovation in medical education meets a flexible and supportive work environment! As a team, we hold a deep commitment to a set of core values that guide our every action. Integrity is our foundation. Collaboration is our driving force. Engagement is vital. Equity is at the heart of our mission. Lastly, innovation propels us forward. We’re proud to offer a remote work setting that not only allows you to contribute from the comfort of your home but also promotes work-life balance through a 35-hour workweek and flexible scheduling options. In addition to an empowering and collaborative culture, AFMC provides an excellent benefits package, ensuring your well-being is our priority. And let’s not forget about the future: we offer a defined benefit pension program through HOOPP, setting you on the path towards financial security in your retirement years. Experience the unique blend of purposeful work and quality of life at AFMC!

JOB SUMMARY:

As a vital member of the Governance team, the Administrator Committees and Networks is an active role in a range of national-scale AFMC initiatives. This position provides administrative functions as part of the larger Governance Team and supports the Committees and Networks that include external stakeholders, partners and committee volunteers. The incumbent is a detail-oriented and proactive individual with strong organizational skills, excellent communication abilities, and the capacity to manage multiple tasks efficiently to ensure the smooth functioning of all social accountability related activities.

ROLE RESPONSIBILITIES:

• Support the ongoing advancement and evaluation of the AFMC Strategic Plan actions.
• Collaborate and work as part of a cohesive team in ensuring effective communication and engagement.
• Coordinate all aspects of committee and network meetings, including scheduling, agenda preparation, meeting logistics, document distribution, briefing notes, minutes and follow-up on action items etc., ensuring accuracy, completeness and timeliness.
• Support the advancement of ad-hoc projects aligned with the AFMC’s mandate.
• Accurately document committee and network decisions, discussions, and action items.
• Assist in the collection, development, editing and proofreading of materials required for various meetings.
• Maintain organized records of committee & network activities, including membership lists, meeting schedules, and documents.
• Serve as a point of contact for committee and network members, addressing inquiries, providing information, and facilitating communication.
• Assist in the development and implementation of committee and network related policies, procedures, guidelines and work plans.
• Maintain committee and network archival records, contact management, and website elements.
• Willing to travel occasionally and work flexible hours to meet deadlines, as required.
• Provide overall support and resources for all Committee and Network Assistants including facilitating the review of and updating all committee and network terms of reference and workplans annually, ensure the review and maintenance of Committee and Network Policies and Procedures.
• Coordinate and support the biannual meetings of the Chairs of the Committees and Networks.
• Coordinate the Committee and Network meeting formats and structures at the International Congress on Academic Medicine (ICAM).
• Other duties as assigned.

What you’ll need to be successful in the role (essential qualifications):

• Post-secondary certificate or degree in administration or a related field OR equivalent experience;
• 2-3 years experience in an administrative support role;
• Ability to collaborate and work closely with others, fostering teamwork to achieve shared goals;
• Experience coordinating small to large meetings, including supporting agenda development and minuting;
• Advanced knowledge of various software programs, such as Zoom/MS Teams, Outlook, Word, Excel, PowerPoint, SharePoint, etc.;
• Experience communicating information and speaking and writing effectively;
• Ability to read, analyze, and interpret complex documents;
• Ability to respond effectively to the most sensitive inquiries, resolving routine questions and problems and referring more complex issues as appropriate;
• Excellent communication, interpersonal, and organizational skills;
• Strong proofreading skills;
• Strong sense of tact, diplomacy, maturity and professionalism;
• Positive attitude and strong work ethic;
• Flexible and capable of multi-tasking with several competing requests;
• Functions effectively in a team setting and builds collaborative cross-functional relationships;
• Effective time management skills;
• Attention to detail and ability to learn quickly;
• Bilingual (English and French) oral, written and reading comprehension skills (Essential); and
• Commitment to professional development

While fulfilling job responsibilities, this role requires flexibility to work in different environments, including a remote home office setup, occasional travel, and participation in in-person meetings. Due to these demands, the employee will typically engage in the following activities:

• Extended periods of sitting, often at a computer workstation.
• Flexibility in work hours, including the potential for occasional overtime, to meet project deadlines, especially when coordinating with different time zones or during travel