Job Title: Project Assistant (3-year term position)
Reports To: Project Manager
Work location: Open to anywhere in Canada; Head Office located in Ottawa, ON
Prepared By: Human Resources
Date Prepared: February 2021
The Association of Faculties of Medicine of Canada is the secretariat and a partner of the National Consortium for Indigenous Medical Education (NCIME) alongside the Indigenous Physicians Association of Canada, the College of Family Physicians of Canada, the Medical Council of Canada and the Royal College of Physicians and Surgeons of Canada.
The NCIME is overseen by a Governing Council and directed by an Executive Committee comprised of Indigenous Physicians and leaders from each of the participating partner organizations. Reporting to the Project Manager, the Project Assistant will work closely with the project team and is responsible for providing administrative and clerical support to the project including scheduling, logistics, communications and project administration.
- Logistics and Event Management
- Coordinate/schedule meetings and teleconferences for all project-related committees, working groups and activities;
- Draft project materials such as agendas, slide decks, articles, and meeting minutes;
- Coordinate and support meetings throughout the year, with guidance from the Project Manager, including: sending invitations; tracking responses; ensuring room set up and technology needs; assisting with travel arrangements; and working with AFMC meeting planners to book catering (food and beverage) and venue specifications;
- Prepare and distribute meeting materials (packages, name badges) and facilitation supplies;
- Prepare, process and track expense claims, invoices and reimbursements; and
- Proof materials and activity reports as required.
- Scheduling and Communication
- Coordinate the scheduling of activities (liaise with representatives throughout the year);
- Handle routine inquiries pertaining to the project;
- Update and maintain accurate contact information database; and
- Communicate with external contacts as required.
- Project Administration
- Maintain files / filing system (hard copies and electronic);
- Collect and organize project resources;
- Create templates as required (tracking, forms) and manage information to populate the templates;
- Assist in creating regular progress updates to stakeholders;
- Set up/Manage WRIKE software data entry and deliverables in the project; reporting accordingly; and
- Liaise with consultants to track their deliverables.
- Assist with the reconciliation of project accounts by ensuring receivables and payables are provided to the finance department on time;
- Provide support to update the AFMC annual forecasts/actuals and any project related external budgets/expenditures on a regular basis; and
- Conduct monthly analysis as required.
- Assist with tracking key activities (including Deliverables, KT and Dissemination, Risks) that will be utilized in project reporting; including indicating any areas of slippage
- Other duties as assigned.
Desired Qualifications and Experience:
- Experience working with Indigenous communities, organizations and individuals;
- Minimum 2 years of experience in a project-based or administrative capacity;
- Post-secondary education in business administration or related discipline or equivalent combination of education and experience;
- Valid PMP/CAPM certification or working towards certification – Asset.
- Strong sense of Indigenous rights, justice, equity and accountability;
- Advanced knowledge of scheduling programs and Microsoft Office (Word, Excel, PowerPoint and Outlook);
- Experience with project management software;
- Knowledge of project management principles and concepts;
- Experience contributing to the creation of reports including financial and progress reporting to federal government;
- Forward thinking with the proven ability to take initiative, and recommend solutions to challenges;
- Ability to establish and maintain strong working relationships in a team setting and build collaborative cross-functional relationships;
- Strong interpersonal skills, including an ability to develop and maintain relationships with internal and external stakeholders;
- Flexible and capable of multi-tasking with several competing requests and changing priorities;
- Highly motivated, positive attitude and the ability to work independently within a virtual team;
- Keen attention to detail, effective time management skills and ability to learn quickly;
- Ability to resolve routine questions and problems and know when to refer more complex issues to manager;
- Fluency in an Indigenous language and/or in French is a strong asset; and
- Willing to travel occasionally, work flexible hours or overtime to meet project deadlines.
While performing the duties of this job, the employee is regularly required to:
- Sit, stand and occasionally required to walk or move around a physical or remote office environment;
- May be asked to lift and move up to 15lbs.’
The work environment described is a representation of those an employee encounters while performing the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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.
AFMC welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.
Applications will be accepted until March 14, 2021 by applying here. We thank all applicants for their interest. However, only those selected for further consideration will be contacted.