Postgraduate Medical Education (PGME) Office

$51,924.22 – $60,845.58

Location:

Sudbury or Thunder Bay, Ontario, Canada

Term:

Continuing

Existing Vacancy:

Yes

Number of Positions:

1

Closing Date:

Applications close on August 12th, 2026 at 4:00 p.m.

Reporting to the Manager, Postgraduate Medical Education Office, this position’s primary functions of accreditation, registration, reporting, promotion, recruitment, and continuous quality improvement.

Tasks may 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
Tasks include but are not limited to:

Supports committees and working groups as required, including but not limited to; taking minutes and coordinating all follow-up actions including the dissemination of information to all committee members, updating all documentation as per direction of Chairs, circulation and tabulation of e‑mail votes, and assuring committee members can access meeting either in person, or by phone.

Providing support to PGME Website by updating information and links as directed

Monitors,



directs for processing and follows up on invoices received in the [email protected] email account; liaises with the Finance unit on outstanding invoices

Monitors and provides standard responses to emails received in the [email protected] email account

Provides back‑up support to other general administrative functions such as monitoring the [email protected] email address

Provides administrative support in preparation for events such as but not limited to orientation, CaRMS interview process, and PGEC functions

Provides back‑up administrative support for promotions and recruitment

Provides back‑up administrative support to the PGME Office function of accreditation reviews, continuous quality improvement and PGEC committee functioning

Provides back‑up administrative assistance to program AA’s when operationally required

Performs other duties as assigned

Qualifications
Education

A post‑secondary diploma from a recognized Canadian institution with accreditation preferably in Office Administration, Business Administration or other administrative‑related discipline or an equivalent combination of education and experience is required.

Knowledge, Skills and Abilities

Minimum of one (1) year of related experience is required

Demonstrated experience recording and transcribing formal and/or informal minutes is required

Experience in the medical or post‑secondary education environment is an asset

Microsoft Office proficiency (Word, Excel PowerPoint, Outlook, SharePoint) is required

Conduct internet searches and manage email is required

Basic office practices and procedures is required.

Work early mornings, evenings, and/or weekends as required

Travel when required

Good working knowledge of student assessment and evaluation software (e.g. One45 system and Question Mark) is an asset

Familiarity with medical terminology is an asset





The Occupational Health & Safety Act and Regulations that apply to the work being performed is an asset.

University administration policies and procedures is an asset

Good interpersonal skills and ability to work with many personalities

High tolerance for change, last minute changes and ambiguity

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 setting with frequent interruptions

Occasional overtime and travel

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.

NOSM University is a non‑profit organization.
Charitable Registration: 86466 0352 RR0001

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📌 Administrative Assistant, PGME Office (Ontario)
🏢 Northern Ontario School of Medicine (NOSM)
📍 Ontario