The Faculty of Medicine is seeking an administrative assistant to provide administrative and operational support to the Chief Operating Officer (COO). The successful applicant will report directly to the COO and will provide senior level administrative support in an efficient and timely manner. This is a multifaceted and challenging role which includes a variety of tasks.

RESPONSIBILITIES:

• Assist the COO with a wide range of inquiries and provide first point of contact service for inquiries to the COO
• Provide general administrative support to the COO, including financial, personnel, and administrative functions
• Coordinate the COO’s agenda by arranging calendar appointments, meetings, travel
• Assist the COO in monitoring and maintaining up-to-date records of faculty and staff
• Provide advice to the COO on organizational matters related to the office of a senior administrator
• Liaise with program/course coordinators in the scheduling of timetables and course assignments
• Assist the COO in maintaining and monitoring Faculty budgets
• Create and prepare meeting agendas, take minutes, assemble and distribute materials and track action items
• Assist with duties which include arranging and planning events
• Coordinate the general administrative workload of the office
• Maintain confidential files
• Coordinate the ordering and tracking of supplies and equipment
• Ensure the completion and submission of all related Human Resource /Financial forms
• Coordinate special events on behalf of the COO
• Maintain and update a complex records management system
• Prepare the COO’s correspondence and reports
• Liaise with other Faculties and administrative offices on campus
• Maintain and process information required for student files as required 
• Process all internal and external requisitions and maintain and monitor all financial expenditures and records
• Experience with Excel spreadsheets and budgets are essential
• Provide support and work in collaboration with the Administrative Assistant to the faculty
• Perform other related duties as required

QUALIFICATIONS:

The successful applicant will possess the following qualifications:

• Completion of a post-secondary program in a related office program with at least five years’ related work experience, preferably in a university environment or equivalent combination of education and experience
• Strong organizational and time management skills
• Excellent interpersonal, collaborative, and both oral and written communication skills
• Ability to work independently as well as a member of a team, exercising a high degree of judgment and confidentiality
• Experience and use of microcomputers with various software programs such as Windows, Microsoft Word, Word Perfect, Google Docs, Excel, Access, Drupal, HTML and Internet (must be able to search for required information)
• Ability to work with minimal supervision and familiarity with a university environment would be considered assets
• Adaptability and flexibility in a variety of situations