Administrative Assistant, Admissions and Learner - Greater Sudbury, Canada - Northern Ontario School of Medicine

Northern Ontario School of Medicine

Verified Company

Greater Sudbury, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Reporting to the Director of Admissions and Learner Recruitment, this position's primary purpose is to provide administrative support to the Admissions and Learner Recruitment Office and the admissions process which includes extensive interaction with applicants, volunteers, and other community partners.

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:

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 followup 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.

Unit Specific Responsibilities

Act as a first point of contact for staff, faculty, learners, applicants, etc. for the Admissions and Learner Recruitment Unit and direct or escalate inquires or concerns appropriately.
Receives submissions and confirms receipt of documentation, including the verification of various learner documents
Organize, maintain, and audit various Admissions & Learner Recruitment databases, online and hard copy files, transcripts, and document libraries to ensure they meet accreditation standards and that information is accessible and accurate.
Assist in the collection and presentation of data for various reports, presentations, and publications.
Monitor portfolio expenses and prepare/process appropriate documents for submission to the Finance Unit (i.e. purchase card reconciliation, request for payment, purchase orders, budget transfers, equipment orders, personal expense claims).
Maintain and monitor office supply inventory levels; place orders as required and arrange for servicing of office equipment.
Prepares minutes for various committees and other meetings, as required.
Coordinates logistics for Admissions and Learner Recruitment events (i.e. Camp Med, interview process, career fair, high school visits, etc.)
Perform other duties as required.

Qualifications:

Education:

A postsecondary diploma (preferably in Office Administration, Business Administration or other administrativerelated 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 of related experience is required
Demonstrated experience recording and transcribing formal and/or informal minutes
Proficiency in Microsoft Office (Word, Excel, PowerPoint)
Demonstrated ability to pay great attention to detail
Strong writing, editing and proofreading skills
Ability to adapt to new technology
Experience with an enterprise computing system such as Colleague preferred.
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
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 professionalism and strong interpersonal skills
Proven ability to meet deadlines and provide quick reaction to requests.
Familiarity with the Freedom of Information and Privacy Act
Ability to work both independently and collaboratively in a highly technological environment
Ability to plan, organize and prioritize work and maintain accurate records
Ability to use discretion, maintain confidentiality and ensure the security of records

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:
- "I am a Canadian citizen or permanent resident of Canada."