Administrative Assistant Position in Aboriginal Affairs at the NOSM in Thunder Bay

Submitter Name: 
Northern Ontario School of Medicine
Submitters Email: 
Human.Resources@normed.ca

NORTHERN ONTARIO SCHOOL OF MEDICINE  PRINCIPLES:

The Northern Ontario School of Medicine is a joint initiative between Lakehead and Laurentian Universities.  With main campuses in Thunder Bay and Sudbury, the school has multiple teaching and research sites distributed across Northern Ontario, in large and small communities.  The School contributes to improving the health of people in Northern Ontario. As an organization, the Northern Ontario School of Medicine is committed to achieving its vision, mission and guiding principles through a strategic plan articulated through a series of strategy documents which provide the context for specific operational plans of School groups, units and teams and position descriptions of individual team members.  This position’s contribution will be measured by its ability to contribute to the achievement of the goals, vision and mission of the Northern Ontario School of Medicine and its success at imbedding continuous quality improvement, equity and fairness as fundamental components of the School’s evolving culture.

Reporting to the Director of Aboriginal Affairs or designate, this position’s primary purpose is to provide general administrative support to the Aboriginal Affairs Unit.   

RESPONSIBILITIES: Tasks may include but are not limited to the following:

  1. Sorts and distributes mail, taking independent action where appropriate and within scope of delegated authority.  Manages incoming correspondence (e.g. being aware of and forwarding those items of most immediate importance, obtaining related background or reference materials). Prepares replies on routine matters. 
  2. Inputs, revises, stores and retrieves correspondence, charts and tables using formatting/utility capabilities of word processing/personal computer equipment. Source documents in order to record/update/produce copy of correspondence, etc.  Operates a personal computer to develop/modify working files, selects and extracts data and design reporting formats to present the data.  Prepares graphs / charts / spreadsheets / schedules to aid unit members in presenting reports.
  3. Schedules appointments/conferences for unit members in order to ensure that all necessary arrangements are made and that all appropriate people are available to meet at the scheduled time and place. Maintain calendars for senior managers ensuring all relevant information is entered with respect to efficient scheduling.
  4. Using approved NOSM 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. 
  5. Undertakes routine administrative tasks including arrangements for printing, photocopying, collation of documents, ensuring adequate inventory of supplies for office and general clerical duties.
  6. Acts as a role-model of the organization’s values in daily work activities.
  7. Performs other duties as assigned. 

QUALIFICATIONS:

Education:

Postsecondary diploma in Office Administration from a recognized institution that meets Canadian accreditation standards or an equivalent combination of education and experience is required
Postsecondary education in Communications, English or related field considered an asset

Experience:

Minimum three years related experience is required
Experience in the medical or post-secondary education environment is an asset

Knowledge of:

Computer office software (e.g., word processing, spreadsheets, databases, email, internet)
Office practices and procedures
University administration policies and procedures is an asset
The Occupational Health & Safety Act and Regulations that apply to the work being performed

Ability to:

Ability to interact with various stakeholders, including government dignitaries, education officials, media and public at large. 
Analyze and solve problems typically associated with responsibilities
Coordinate meeting dates and times for large groups
Create, compose, edit and proof-read written materials using exceptional attention to detail
Effectively communicate: face-to-face, phone, fax, email
Exercise initiative and judgment and make decisions within position’s scope of authority
Gather and analyze data, compile information and draft reports
Identify with the Northern Ontario experience and/or issues common with rural communities
Manage databases and maintain records
Multi-task in a high volume work environment
Operate a PC and work comfortably in a computerized office environment
Plan, organize and prioritize work
Type with speed and accuracy
Understand and follow instructions and work with minimal supervision
Use discretion and maintain confidentiality
Willingness and ability to speak to, or in front of, public (ie. tours, events, etc).
Work effectively under pressure
Work flexible hours as needed; as meetings typically occur early mornings, sometimes in the evening and occasionally on the weekend
Work in a consultative and collaborative fashion with a variety of other units to further overall school strategic objectives
Work independently and as part of a team
Work within established organizational practices, protocols and policies

Personal Suitability:

Good interpersonal skills and ability to work with many personalities
High tolerance for change, last minute changes and ambiguity
Confident; enthusiastic; reliable
Ability to handle multiple priorities, tight deadlines and short notice

Language:

  • Must be able to communicate effectively in English (verbally, written and comprehension).
  • Ability to communicate in one of the Aboriginal languages of Northern Ontario (Ojibway, Oji-Cree or Cree) is an asset   

Interested candidates are invited to submit a resumealong with the competition number # 2009-603-RC no later than September 25, 2009, 4:00 pm to:

Northern Ontario School of Medicine
Attention:  Human Resources
955 Oliver Road, Thunder Bay, Ontario P7B 5E1
Email:  Human.Resources@normed.ca
Fax:  (705) 671-3880

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. The Northern Ontario School of Medicine is committed to equity in employment and encourages applications for all qualified applicants, including women, Aboriginal peoples, members of visible minorities and persons with disabilities. While all responses will be appreciated and handled with the strictest confidence, only those being considered for interviews will be acknowledged.