Administrative Assistant, Faculty Affairs Apply Online!

Reporting to the Director of Faculty Affairs, the Administrative Assistant, Faculty Affairs will provide administrative support to the leadership of the Faculty Affairs Portfolio and to the Faculty in the Medical, Human and Clinical Sciences Divisions.

This position is covered by the Terms and Conditions of the OPSEU Staff Unit 677 Collective Agreement. A copy is available on the NOSM University website.

Responsibilities

Tasks 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 University 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.
• Act as a first point of contact for staff, faculty and key NOSM University partners, provide general information with respect to the Faculty Affairs Unit, and direct or escalate inquiries or concerns appropriately.

Unit Specific Responsibilities

• Manage inbound and outbound communication for the Faculty Affairs Unit, including email, mail, telephone, fax, priority post, courier services, and any other correspondence.
• Facilitate recruitment, appointments, reappointments, promotion, wellness, and mentorship for Medical, Human and Clinical Sciences Division faculty by collecting and collating information, preparing correspondence, and managing documentation.
• Organize, maintain, and audit various FA office databases, online and hard copy files, faculty records, transcripts, and document libraries to ensure they meet accreditation standards and that information is accessible and accurate.
• Collect data and information from faculty and other stakeholders using various methods, including phone and email correspondence, online tools and directories, surveys, and questionnaires.
• Facilitate and support FA Portfolio faculty teaching and program scheduling, academic qualification and licensing, quality improvement, program evaluation and scholarly activity initiatives.
• Draft, review, edit, and distribute various forms of correspondence and/or promotion such as emails, letters, newsletters, posters, and website copy.
• Assist in the collection and presentation of data for various reports, presentations and publications.
• Monitor portfolio, unit, staff, Faculty and/or program expenses and prepare/process appropriate documents for submission to the Finance Unit. (purchase card reconciliation, request for payment, purchase orders, budget transfers, faculty/speaker payments and honorariums, equipment orders, personal and program-related expense claims)
• Maintain and monitor office supply inventory levels; place orders as required; and arrange for servicing of office equipment.
• Performs other duties as assigned.

Qualifications

Education

• A postsecondary 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 related experience is required
• Demonstrated experience recording and transcribing formal and/or informal minutes
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong writing, editing and proofreading skills
• Ability to work early mornings, evenings and/or weekends, as required
• Demonstrated time management skills
• Ability to adapt to new technology
• Ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times
• Ability to conduct internet searches and manage email
• Knowledge of basic office practices and procedures
• Ability to respond quickly in a dynamic and changing environment
• 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
• Experience with database entry and spreadsheet management is required
• Superior telephone manners and strong interpersonal skills
• Good working knowledge of student assessment and evaluation software  (e.g. One45 system) is an asset
• Familiarity with medical terminology is an asset

Language

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