ADS Level 6 - Administrative Assistant - Learner Well Being and Success Office - Faculty of Medicine

The Administrative Assistant at the Learner Well-Being and Success (LWS) Office will be the welcoming face for learners entering the office. Reporting to the Manager of the LWS Office and collaborating with and supporting a dedicated team, this role will perform various administrative duties that require initiative and sound judgment. This role is crucial in ensuring a positive and supportive environment for all learners

RESPONSIBILITIES:

• The initial point of contact for all Medical Students entering the LWS office
• Provide information on services such as enrollment forms and fees, ID cards, locker rooms, parking permits, photocopying, student lounge, etc.
• Preparing confidential documents related to student services
• Maintain class lists, contact information and class composites
• Assist with student and LWS staff travel claims
• Maintain leave requests documentation
• Complete clerkship payroll requests
• Support the LWS office in the logistical planning of activities and events, such as Orientation, White Coat Ceremony, Convocation, Shingles Night
• Order office supplies
• Arrange meetings and appointments for members of the LWS office and preparing related materials for various committees
• Record and transcribe meeting minutes
• Complete pre-approval forms and make payments for invoices
• Reconcile accounts
• Provide administrative support to all staff and faculty in the LWS office
• Perform other related duties as required
• Evening and weekend work may be required

QUALIFICATIONS:

• Completion of a College certificate as an administration assistant, with a minimum of 3 years of experience as an administrative assistant required
• A bachelor's degree would be an asset
• Incumbent must have a high degree of maturity and work experience to draw on and interpret policies, be aware of potential situations arising, be able to suggest solutions to issues, and effectively handle the complex and demanding nature of the position
• Incumbent requires exceptional organizational, management, communication, and time management skills
• Incumbent requires exceptional problem-solving and critical thinking, including above-average writing and analytical skills
• Experience with Microsoft Office (Word, Excel, Power Point and Outlook)
• Experience within a post-secondary institution would be considered an asset