Administrative Assistant Postuler en ligne!

This position provides administrative support to NOSM University’s CFPC and RC residency programs and the overall NOSM University Postgraduate Medical Education portfolio. Reporting to the Manager, Postgraduate Medical Education, this position’s primary purpose is to provide general administrative support to a set of postgraduate programs in the areas of academics, resident support and program logistics, while providing direct administrative support for the Manager and Program Coordinators. Other program and PGME Office administrative support may be assigned at times.

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.

Responsabilités

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 & updates graphs, charts, databases, 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 U 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

• Supports the PGME Manager and Program Coordinators by assisting with scheduling meetings, making travel arrangements, preparing reimbursements, and maintaining calendar logistics.
• Supports committees, subcommittees and working groups as required, including but not limited to; taking both formal and informal minutes for all CFPC/RC program committees, subcommittees and working groups;  coordinating all follow-up action items including the dissemination of information to all committee members, updating all documentation as per direction of Program Coordinators or Committee Leads, circulation and tabulation of e-mail votes, tracking committee attendance, action items and quorum, and ensuring committee members can access meeting either in person, by phone, or by Webex/Microsoft Teams/Google Meets videoconference platforms
• Monitors and provides standard responses to emails received in the various centralized email accounts.
• Provides administrative support to the registration function CFPC and RC program residents of formative examinations (e.g. evening back-up for Simulated Oral Examinations, administrative registration function for the American Board Exams, OSCEs, etc.)
• Assists with tracking and previewing resident and faculty reimbursement claims (e.g. travel reimbursements) for completeness and accuracy.
• Assists with tracking and previewing of academic and primary preceptor payments.
• Provides administrative support in preparation for events such as but not limited to program orientation, CaRMS interview process (virtual format included), PGME core academic programming (virtual format included) and program RPC functions.
• Provides back-up administrative support to the PGME office and program Administrative Assistants, as requested.
• Provides administrative support to the CFPC and RC programs in relation to accreditation reviews (internal and external), continuous quality improvement and program evaluation committee functioning.
• Performs other duties as assigned.

Qualifications

Éducation

• A post-secondary diploma in Office or Business Administration from a recognized institution with Canadian accreditation or an equivalent combination of education and experience is required.

Connaissances, Compétences et Capacités

• A minimum of one (1) year related experience is required.
• Demonstrated experience recording and transcribing formal and/or informal ‘real-time’ minutes is required
• Microsoft Office proficiency (Word, Excel PowerPoint, Outlook) is required
• Microsoft Teams proficiency is an asset
• Ability to conduct internet searches and manage email is required
• Knowledge of basic office practices and procedures is required
• Ability to work early mornings, evenings and/or weekends, is required
• Experience in the medical or post-secondary education environment is an asset
• French language skills are considered a strong asset
• Good working knowledge of student assessment and evaluation software (e.g. One45 system) is an asset
• Familiarity with medical terminology is an asset
• Knowledge of The Occupational Health & Safety Act and Regulations that apply to the work being performed is an asset
• Knowledge of university administration policies and procedures is an asset

Langue

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

Working Conditions

• 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