Office Assistant C - Department of Family Medicine

McGill University, Faculty of Medicine - Montréal, QC (30+ days ago)

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Under the guidelines established by the faculty development, family medicine innovation in
learning (FMIL), global health and CPD directors, and under the supervision of the
administrative officer, the incumbent is responsible for coordinating activities for the (1)
faculty development division (including Family Medicine Innovation in Learning international
and departmental curriculum program (2) global health division (3) quality improvement
initiative and (4) CPD division.

Main Duties & Responsibilities:

  • Organizes seminars and grand rounds; including:

- Booking facilities, audiovisual and technical needs, refreshments, etc.

- Informing participants of the workshop schedule.
- Preparing presentation material, posters, including making all arrangements to have
these materials reach the presenter on time.
- Ensuring that accreditation documentation are completed and submitted by set
deadlines.
- Making travel arrangements for guest speakers.

  • Types correspondence, reports and workshop materials. Proofreads for spelling and

grammatical errors.

  • Compiles grant applications and CPD accreditations, checking that all regulations have

been met, obtaining appropriate signatures and assuring deadlines are met.

  • Handles communication for all four programs. Answers queries by letter, e-mail, and

phone (English and French).

  • Using desktop publishing and other programs, is responsible for formatting workshop,

seminar and conference promotions material (including preparation of brochures and
flyers).

  • Coordinates the Global Health Course and the Pre-Departure Workshops for trainees

planning to do international electives.

  • Develops and maintains programs' project databases. Ensures these databases are

accurate and up-to-date. Generates reports for statistical purposes.

  • Updates and maintains the program's WEB pages and listservs.
  • Arranges for meetings (times and places); sends out notices. Attends meetings, takes

minutes, and ensures follow-up on items discussed at meetings for all three divisions.

  • Photocopies material for workshops, seminars and international meetings. Maintains files

for the three divisions and ensures they are kept up-to-date.

  • Ensures timely and effective communication and follow-up with students.
  • Uses data to track, monitor and implement intervention strategies to address student

progress and development.

  • If appropriate, may be required to participate in other departmental activities and help out

other divisions depending on workload in own area of responsibility

Qualifying Skills & Abilities

Must be client-focused and service oriented. Proven ability to build constructive and effective
work relationships with staff, learners, and faculty of all levels. Strong communication skills
with the ability to clearly transmit and receive information accurately. Demonstrated
initiative, organizational skills and ability to prioritize and multi-task to meet regular and tight
deadlines. Demonstrated ability to work independently and as part of a team. High level of
professionalism and discretion at all times is required. Strong attention to detail and a
demonstrated ability to proofread and edit correspondence and other material. Working
knowledge of Microsoft Office suite (mainly Outlook, Word, Excel, and OneNote) and Adobe
Acrobat Pro. Must be fully bilingual in French and English, written and spoken.
Communication in Mandarin will be considered a strong asset. Experience with event
planning as well as interacting with international partners is considered an asset.

HOW TO APPLY

Please submit your application online at
http://www.mcgill.ca/medhr/positions-available/apply-now
Click on “APPLY NOW”, create your profile and apply to reference number: 19-0809 AMUSE

Job Types: Full-time, Temporary

Salary: $20.00 /hour