[Hiring] Academic Administrative Assistant @NCIME

Role Description

As a key member of the NCIME team, the Academic Administrative Assistant provides support to the Academic Team (AT). Reporting to the Executive Director, Academic, the incumbent is responsible for all meeting and event logistics external such as the Academic Advisory Circle (AAC) and Indigenous Deans of Medicine Council (IDMC). This includes:

• Scheduling
• Travel
• Onsite planning
• Meeting materials

They are responsible for information management and serve as the primary note taker for Academic meetings, record-keeping, proofreading, contact lists, listservs, and maintaining team records in accordance with NCIME operational practice and for the primary academic team email.

Qualifications

• Post-secondary certificate or degree in administration or a related field OR equivalent experience
• 5 years' experience in an administrative support role
• Proficient working in a complete virtual organization across multiple time zones
• Highly motivated, positive attitude and the ability to work independently and part of a team
• Ability to collaborate and work closely with others, fostering teamwork to achieve shared goals
• Experience coordinating small to large meetings, including supporting agenda development and minuting
• Advanced knowledge of various software programs, such as Zoom/MS Teams, Outlook, Word, Excel, PowerPoint, SharePoint, etc.
• Strong written and verbal communication skills with the ability to communicate effectively with people in all levels of health care, government and academia
• Ability to complete a high volume of work within deadlines
• Excellent organizational and time management skills
• Strong interpersonal skills, including an ability to develop and maintain relationships with internal and external stakeholders
• Good problem-solving skills
• Experience writing and delivering communications
• Ability to work with little supervision and the ability to take initiative
• Flexible and capable of multi-tasking with several competing requests and changing priorities
• Strong attention to detail

Requirements

• Bilingual in English and an Indigenous language or French (nice to have)
• Experience in non-profit and/or health/health research sector (nice to have)

Benefits

• Integrity: The NCIME will operate with the integrity of our ancestors in all aspects of our work and relationships, and with the best interest and support for Indigenous medical students and residents
• Accountability: The NCIME will be transparent in all our work, relationships, and reporting
• Leadership: Leadership within NCIME is understood as the acknowledgement and support of the Indigenous leaders in medical education
• Collaboration: The NCIME recognizes and respects the importance of collaboration among and between Indigenous and non-Indigenous leadership and organizations in medical education

Working Environment

While fulfilling job responsibilities, this role requires flexibility to work in different environments, including a remote home office setup, occasional travel, and participation in in-person meetings. Due to these demands, the employee will typically engage in the following activities:

• Extended periods of sitting, often at a computer workstation
• Flexibility in work hours, including the potential for occasional overtime, to meet project deadlines

Accessible Participation

Preference will be given to self-identified Indigenous applicants with demonstrated connections and commitment to advancing Indigenous health or Indigenous medical education. Non-Indigenous applicants who possess the requisite experience and skills and have prior experience working with Indigenous communities, organizations and individuals are also encouraged to apply.

The NCIME is committed to the principles of equity, diversity, inclusion and belongingness in our operations and throughout our work environments.