Administrative Assistant, Learner Support Services - Greater Sudbury, Canada - Northern Ontario School of Medicine

Northern Ontario School of Medicine

Verified Company

Greater Sudbury, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Reporting to the Director, Learner Support Services, the Administrative Assistant, Learner Support Services provides administrative assistance to the Learner Support Services unit.

The Administrative Assistant also assists learners with their needs and inquiries, redirecting them to appropriate staff as necessary.

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 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.
Act as the first point of contact for administrative issues relating to the Isight Case Management System. Updating system as required by the LSS staff.
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 Learner Support Services Unit, and direct or escalate inquires or concerns appropriately.

Unit Specific Responsibilities

Maintain and update the Isight confidential case management system.
Provide administrative support to the ongoing development of the Virtual Health and Wellness Hub, updating information for all learners, specifically focusing on learners with accommodations.
Work in collaboration with the Learner Support Services Coordinator to educate all learners about the Virtual Health and Wellness Hub.
Works with the accessibility advisor in the production of approved educational materials relating to accommodations and AODA for learners, staff, and faculty
Maintains and updates the Learner Support Services SharePoint website
Other duties as assigned

Qualifications:

Education:

A College diploma in Office Administration, or relevant discipline from a recognized college with Canadian accreditation or an equivalent combination of education and experience is required.

Knowledge, Skills and Abilities:

Minimum of one (1) year related experience is required
Must be proficient in Word and Excel, various databases and have some knowledge of room booking systems and other programs
Knowledge of the Isight Case Management System is considered a significant asset
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
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
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

NOSM University

Attention:
Human Resources

935 Ramsey Lake Road, Sudbury, Ontario P3E 2C6

Fax:
- "Yes, I am a Canadian citizen or permanent resident of Canada."_
- "Yes, I am not a Canadian citizen or permanent resident of Canada but I am legally eligible to work in Canada."_
- "No, I am not a Canadian citizen or permanent resident of Canada or otherwise legally eligible to work in Canada."_

While all responses are appreciated and will be handled with the strictest confidence, only those being considered for interviews will be acknowledged._