Administrative Coordinator, Clinical Sciences Division Apply Online!

Reporting to the Director, Faculty Affairs, the CSD Coordinator provides administrative support to the Clinical Sciences Division Head and Section Chairs, and coordinates Clinical Faculty appointments, and academic registration processes, according to the Faculty Affairs Unit policies, procedures and processes, for all Clinical Sciences Division Faculty.

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:

• Acts as the primary contact for the Clinical Sciences Division (CSD), manages all correspondence and responds to inquiries from CSD Faculty, as well as internal and external NOSM University partners.
• Resolves and triages CSD Faculty concerns, with a customer service orientation, as per NOSM University and FA Unit policies and procedures
• Coordinates recruitment processes of CSD faculty for all of NOSM University’s portfolios and educational programs. Assembles, reviews, and collates faculty appointment applications for submission to the CSD Section Chairs, CS Division Head and VP Clinical Partnerships and Hospital Relations.
• Coordinates offers of appointment to faculty, tracks acceptance of faculty appointments and facilitates all logistics and supports orientation for new CSD Faculty.
• Coordinates all aspects of the academic registration process for all applicants considered for and awarded academic registration with NOSM University as per CPSO guidelines, including tri-party licensing for non-Ontario physicians, which requires liaising with internal and external partners such as Academic Health Science Centres, NOSM U affiliated teaching sites, Local Education Groups and the CPSO.
• Coordinates the annual CSD Section Chair Retreat, secures venue and catering, arranges travel and accommodation, and provides on-site support for FA Leadership, Division Head and Section Chairs.
• Maintains CSD Faculty Database and faculty listing for NOSM University performs regular updates to the Faculty Database and liaises with internal and external NOSM University partners to gather, consolidate and analyze faculty data, across all NOSM University programs to ensure data integrity.
• Working in collaboration with the Director, Faculty Affairs, oversees appointment of academic registration processes and engages in process re-engineering to ensure they are efficient and effective and the workflow of the CSD Division is streamlined and coordinated.
• Prepares graphs/charts/spreadsheets/schedules to support CSD and FA Unit reporting to Senate and presentation to stakeholders as required.
• Using approved NOSM University standard procedures, develops, updates and maintains electronic and hard copy files and signatures.
• Coordinates regular, streamlined communication to CSD Faculty on behalf of the Faculty Affairs Portfolio, as well as other internal and external NOSM University partners via weekly communique and newsletters to the CSD Faculty.
• Provides high-level support to FA Unit leadership and FA Unit Committees including, but not limited to, scheduling meetings, ensuring IT requirements are met, disseminating meeting materials, taking minutes as required, creating action item lists, drafting reports and communiques, etc.
• Act as a role model of the organization’s values in daily work activities.
• Perform other duties as assigned.

Qualifications

Education

• A postsecondary diploma (preferably in Office Administration, Business Administration or other related discipline) from a recognized postsecondary institution with Canadian accreditation or an equivalent combination of education and experience is required.

Knowledge, Skills and Abilities

• Minimum of three (3) years related
• Experience in the medical or post-secondary education environment is an asset
• Proficiency in Microsoft Office programs (Word, Excel PowerPoint, Outlook, Access) is required
• Experience with database entry and spreadsheet management is required
• Ability to gather and analyze data, compile information and draft reports
• Ability to create, compose, edit and proofread written materials using exceptional attention to detail
• Knowledge of office practices and procedures is required
• Demonstrated time management skills
• Familiarity with medical terminology is an asset
• Ability to adapt to new technology
• 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
• Knowledge of university administration policies and procedures is an asset
• Ability to perform in a high volume work environment

Language

• Must be able to communicate effectively in English (verbally, written and comprehension)
• French/Indigenous language skills would be considered asset

• Extended periods of sitting
• Interaction with employees, management, and the public at large
• Working in a busy office environment with frequent interruptions
• Occasional overtime and travel