Administrative Assistant, Learner Support Services Apply Online!

Reporting to the Director, Learner Support Services, the Administrative Assistant, Learner Support Services (LSS) 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.
• Schedules meetings, books rooms, and organizes video/teleconferences for learners, LSS unit or committee members, ensuring that all necessary arrangements are made. Committee support includes the 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, 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 inquiries or concerns appropriately.

Unit Specific Responsibilities

• Keeps learners up-to-date with announcements/events/conferences and other opportunities via Learner Support Services communication channels
• Supports various committees (Awards Committee, Accommodations Committee) by taking minutes and organizing meetings
• Assists with the planning and logistics of LSS events as needed or with other Units at the discretion of the Director
• Monitors the Learner Support Services email account(s) and answers/redirects emails
• Maintains and updates the Learner Support Services and committee SharePoint websites
• Performs all 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 three (3) years of related experience is required
• Must be proficient in Word and Excel, various databases and have some knowledge of room booking systems and other programs
• Demonstrated experience recording and transcribing formal and/or informal minutes
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong communication skills including 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
• 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

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