Administrative Assistant, Indigenous Affairs ID: 68190

Deadline Date: 2022/01/28

Location:  Thunder Bay

Reporting to the Director of Indigenous Affairs, the Administrative Assistant provides administrative assistance and support to the Indigenous Affairs (IA).  The Administrative Assistant also assists learners, staff and faculty with their needs and inquiries, redirecting them to appropriate staff as necessary. 

Posting Date:
 Thunder Bay
 955 Oliver Road
Start Date:
Number of positions:
Days of work:
 Monday, Tuesday, Wednesday, Thursday, Friday

The primary purpose of Administrative Assistant position for the Office of Indigenous Affairs is to provide direct administrative support to the Director, IA and the secondary function is to provide administrative support to the Indigenous Reference Group (IRG). This position also provides administrative support to Indigenous Affairs members in addition to being the front liaison for Indigenous Affairs. Furthermore, this position is responsible for management of the Indigenous Affairs and IRG websites. 

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 website.


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 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.

 Unit Specific Responsibilities

  • Responsible for managing all scheduling needs for the Director. 
  • This includes putting together documentation for meetings, scheduling appointments and committee meetings as per the Director.
  • Assists the Director in putting together reports such as, MCU reports, Indigenous Affairs Highlight Report to IRG and the Associate Dean of Equity & Inclusion, etc.
  • Front line support to the Director by handling email, calls and appointments.
  • Assists the Director in coordinating events.
  • From time to time will do research on specific information/issue for Director.
  • Performs daily administrative support functions such as word processing; compose, edit, and proofread correspondence, reports, etc.
  • Tracking, maintaining, and processing all invoices, cheque requisitions, Visa statements, budget transfers and preparing these documents for the Director signature.
  • Maintains inventory for the Unit and orders office supplies when required. 
  • Maintain and develop appropriate filing system (physical and electronic) for the Director and Indigenous Affairs. 
  • Arranges travel for Director and reconciles financial statements.
  • The secondary function of this position to provide administrative support to the Indigenous Reference Group (IRG).  
  • Works closely with the Chair of IRG to convene and hold regular meetings.
  • Prepares and distributes meeting packages to IRG members.
  • Collects relevant background information for discussions, for example, copies of university policies, IRG minutes, etc.
  • Manages and maintains records for the Committee, including current membership lists and contact information.
  • Organizes and distributes promotional materials for Indigenous Affairs.
  • Designs and prepares advertisements concerning Indigenous Affairs programs and services for local, regional, and national promotions.
  • Day to day contact with students, faculty, staff and campus visitors.
  • On-campus liaison with various academic departments and or coordination of Sudbury campus.


  • A College diploma, preferably in Office Administration, Business Administration or other administrative-related discipline, from a recognized Canadian institution or an equivalent combination of education and experience is required.

Knowledge, Skills and Abilities

  • A minimum of two (2) year related experience is required.
  • Must have Indigenous lived experience, as well as demonstrated experience working with Indigenous peoples, cultures, and community
  • Understands current issues affecting Indigenous peoples
  • Understanding of geopolitical context experienced by Indigenous peoples
  • Must be proficient in Word, Excel, PowerPoint, and various databases and have some knowledge of room booking systems and other programs.
  • Knowledge of SharePoint is an asset
  • Demonstrated experience recording and transcribing minutes .
  • Strong writing, editing and proofreading skills.
  • Demonstrated time management skills.
  • Ability to adapt to new technology.
  • Ability to deal with people tactfully, diplomatically, and professionally.
  • Ability to conduct internet research, searches and manage email.
  • Experience and knowledge of office practices and procedures.
  • Ability to respond quickly in a dynamic and changing environment.
  • High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment.
  • Knowledge of the Occupational Health & Safety Act and Regulations.
  • Knowledge of university administration policies and procedures is an asset.
  • Ability to work individually as well as part of a team.


  • Must be able to communicate effectively in English (verbally, written, and comprehension).
  • Ability to speak and/or understand local Indigenous languages is an asset.

Interested candidates are invited to submit a resume along with verification of academic accomplishments

quoting the competition number # 2021-1536-AM no later than January 28, 2022 at 4:00 pm to:

Northern Ontario School of Medicine

Attention:  Human Resources

935 Ramsey Lake Road, Sudbury, Ontario P3E 2C6


Fax:  (705) 671-3880

The Northern Ontario School of Medicine 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 

The Northern Ontario School of Medicine invites applications from all qualified individuals. NOSM 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 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:

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

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

“No, 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.

Closing Date/Apply by:
How To Apply:

Interested candidates are invited to submit a resume along with verification of academic accomplishments

quoting the competition number # 2021-1536-AM no later than January 28, 2022 at 4:00 pm to 

Employer Contact Information

Contact Name:
 Mirjana Vrbanac
Position Title:
 HR Coordinator
Company Name:
 Northern Ontario School of Medicine
 955 Oliver Road
 Thunder Bay
Postal Code:
 P7B 5E1
Web Address: