greater sudbury, on speaker Jobs – 5 Openings This Week

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Administrative Assistant, Faculty Affairs

NOSM University
Greater Sudbury, ON

Apply Now

Job details

5 days ago

Skills

Microsoft Powerpoint
Microsoft Word
French
Microsoft Excel
Microsoft Outlook
Writing skills
Post-secondary education
Filing
English
Microsoft Office
Databases
Administrative experience
Proofreading
Phone etiquette
Business
Medical terminology
Time management

Full job description

Reporting to the Director of Faculty Affairs, the Administrative Assistant, Clinical Sciences will provide administrative support to the leadership of the CSD and to the Clinical Faculty.

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. 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 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, 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 Clinical Sciences Division and direct or escalate inquiries or concerns appropriately.

Unit Specific Responsibilities

Manage inbound and outbound communication for the CSD, including email, mail, telephone, fax, priority post, courier services, and any other correspondence.
Facilitate recruitment, appointments, reappointments, promotion, wellness, and mentorship for Clinical faculty by collecting and collating information, preparing correspondence, and managing documentation.
Organize, maintain, and audit various office databases, online and hard copy files, faculty records, transcripts, and document libraries to ensure they meet accreditation standards and that information is accessible and accurate.
Collect data and information from faculty and other stakeholders using various methods, including phone and email correspondence, online tools and directories, surveys, and questionnaires.
Facilitate and support CSD faculty teaching and program scheduling, academic qualification and licensing, quality improvement, program evaluation and scholarly activity initiatives.
Draft, review, edit, and distribute various forms of correspondence and/or promotion such as emails, letters, newsletters, posters, and website copy.
Assist in the collection and presentation of data for various reports, presentations and publications.
Monitor portfolio, unit, staff, Faculty and/or program expenses and prepare/process appropriate documents for submission to the Finance Unit. (purchase card reconciliation, request for payment, purchase orders, budget transfers, faculty/speaker payments and honorariums, equipment orders, personal and program-related expense claims)
Maintain and monitor office supply inventory levels; place orders as required; and arrange for servicing of office equipment.
Performs other duties as assigned.

Qualifications

Education

A postsecondary diploma (preferably in Office Administration, Business Administration or other administrative-related 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 related experience is required.
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
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
Good working knowledge of student assessment and evaluation software (e.g. One45 system) is an asset
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

Interested candidates are submit a resume along with verification of academic accomplishments quoting the competition number # 2026-2133-JT no later than June 17, 2026 at 4:00 PM to:

NOSM University
Attention: Human Resources
935 Ramsey Lake Road, Sudbury, Ontario P3E 2C6
Email: [email protected]
Fax: (705) 671-3880

NOSM University offers accommodation for applicants with disabilities throughout its recruitment processes. If you require accommodation during the recruitment process, or require an accessible version this posting, please contact Human Resources via email at [email protected].

NOSM University invites applications from all qualified individuals. NOSM University is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity.

NOSM University does not use AI in our hiring process.

NOSM University needs to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens. Applications need not identify their country of origin or current citizenship; however, all applications must include one of the following statements:

“I am a Canadian citizen or permanent resident of Canada.”

“I am not a Canadian citizen or permanent resident of Canada but I am legally eligible to work in Canada.”

“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.

Apply Now

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speaker jobs in greater sudbury, on

Administrative Assistant, Faculty Affairs

Administrative Assistant, School of Liberal Arts

Senior Conference Manager

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