Administrative Assistant Intern Apply Online!

This position will jointly support the Dr. Gilles Arcand Centre for Health Equity and the Office of Equity and Inclusion with key activities that contribute to the operational infrastructure and processes to support our networks.

This position provides administrative support necessary for the daily operation of the Arcand Centre and the Office of Equity and Inclusion. In particular, the Intern will support the carrying out and streamlining of administrative processes, including supporting the implementation of Standard Operating Procedures (SOPs) which are currently being developed. They will also provide general administration support and community-engagement and event coordination support.

Overall, this administrative support will support the smooth day-to-day operations of the Arcand Centre and Equity Office.

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

1. Administration Support – Assist with organizing and implementation of SOPs and processes that support Arcand Centre and Equity & Inclusion. Additional support for funding proposals, annual reporting metrics, presentation materials, as needed.
2. Data Management & Documentation – Organize and maintain files, reports, and publications. Assist with data entry. Help compile presentations and reports.
3. Event Planning & Meeting Coordination – Schedule team meetings, take minutes, and track action items. Help organize conferences, workshops, and knowledge dissemination events.
4. Communication & Stakeholder Engagement – Prepare emails, newsletters, and reports for internal and external stakeholders. Assist in maintaining relationships with partners, and participants.
5. Finance & Budget – Assist with entry level finance tasks, including purchase card reconciliation and supporting staff and team members with travel reimbursements, cheque requisitions, and honourarium payments.
6. Administrative & Office Support – Manage day-to-day office logistics for research teams. Including general correspondence, scheduling, and travel arrangements for staff and network partners. Ensure compliance with institutional policies and procedures.

Qualifications

Education

• A University degree or college diploma from a recognized university or college that meets Canadian accreditation standards (preferably in Office Administration, Business Administration or other administrative-related discipline) or an equivalent combination of education and experience is required.

• University or college graduate who has graduated within the last three years from an accredited college or university. The candidate must be a graduate of a post-secondary degree or diploma program. The position will be a first full-time employment in the candidate’s field of study.

Knowledge, Skills and Abilities

Candidate Criteria

• University and college graduates who have graduated within the last three years from an accredited college or university. Candidates must be graduates of post-secondary degree or diploma programs.
• Candidates must be a new entrant into the workforce, are transitioning to a new career, or the unemployed or underemployed who are entering a new field.
• Candidates must have not previously participated in an NOHFC funded internship.
• Candidates must be 18 years of age or older.
• Candidates must be legally eligible to work in Canada.
• Must reside or be willing to relocate to Northern Ontario.

 

Knowledge, Skills and Abilities

• Previous administrative experience considered an asset
• Experience in event planning and coordination considered an asset
• Experience in data management and documentation an asset
• Demonstrated writing proficiency (i.e., reports, papers, briefs)
• Familiarity with office software (e.g. word processing, spreadsheets, databases)
• Ability to work independently and cooperatively as part of a team
• Ability to analyze and problem solve issues
• Ability to effectively make decisions
• Ability to work effectively under time pressures
• Ability to work within established practices, protocols and policies
• Ability to travel if needed

Language

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