Job Summary:

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, and meeting materials and internally for the Academic Team (AT) meetings/events.

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.

Role Responsibilities:

- Schedule virtual and in-person meetings for the Academic Team.

- Logistics Coordination: book meeting rooms, AV, catering, and reserve hotel rooms for in-person meetings, prepare and disseminate meeting packages, provide travel support for transportation to/from meetings; I.e., booking flights/train carriage.

- Prepare travel claim forms, collate, and submit pre/post event expense reports.

- Collaborate on large organizational wide event/meeting coordination with the Administrative Assistant (Operations), and Communications and Community Liaison such as scheduling polls and maintaining the NCIME meeting calendar as needed;

- Provide administrative support to NCIME Executive Director, Academic.

- Record virtual meetings and save copies of recordings and transcripts for NCIME record-keeping purposes;

- Take meeting minutes for the AT, AAC and IDMC and collaborate with NCIME Administrative Assistant, and Communications and Community Liaison on organizational wide meetings.

- Prepare and maintain information management systems: archives, reports, templates

- Proofread and copyedit documents when requested;

- Maintain records of NCIME AT activities, including membership/contact lists, meeting schedules, and documents;

- Maintain Academic Team SharePoint files;

- Prioritize and execute tasks in a high-pressure environment;

- Willing to travel occasionally and work flexible hours to meet deadlines, as required; and

- Other duties as assigned.

Direct Reports:

- None





What you’ll need to be successful in the role (essential 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;

- Solid 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.

Nice to have:

- Bilingual in English and an Indigenous language or French

- Experience in non-profit and/or health/health research sector.

Core competencies of all NCIME team members (essential):

- 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. NCIME acknowledges the responsibility we carry towards education for culturally safe health care delivery for First Nations, Inuit and Métis Peoples.

- Leadership: Leadership within NCIME is understood as the acknowledgement and support of the Indigenous leaders in medical education that form the Executive Committee as the rightful leadership and decision-makers. The leadership of NCIME respects the guidance provided by the Elders and Knowledge Keepers Circle.

- Collaboration: The NCIME, through its purposeful design, recognizes and respects the importance of collaboration among and between Indigenous and non-Indigenous leadership and organizations in medical education. These collaborations are unique and pivotal in fulfilling our mandate. The collaboration includes both partners and external stakeholders from diverse communities, organizations, associations, and Canadian medical schools.

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, especially when coordinating with different time zones or during travel.

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 and seek to employ individuals who share a commitment to promote and practice these principles through continuous training, modelling inclusive behaviours, and proactively managing biases.

📌 Academic Administrative Assistant (Canada)
🏢 The National Circle for Indigenous Medical Education (NCIME)
📍 Canada