The Association of Faculties of Medicine of Canada

Project Assistant

Nov 02, 2018
Ottawa, Ontario
Entry Level

Job Summary:

AFMC is embarking on a new, national-scale initiative to develop establish competencies and an online curriculum of courses relevant and accessible across our 17 Canadian medical schools. Over the next two and a half years, the Project Assistant will work closely with the Project Manager to execute and deliver all project objectives.

 

Responsibilities:

  • Logistics
    • 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);
    • Liaise with consultants regarding task completion and content development;
    • Handle routine inquiries pertaining to the project;
    • Update and maintain accurate contact information database; and
    • Communicate with external contacts as required.
  • Administration
    • Maintain files / filing system (hard copies and electronic);
    • Collect and organize project resources;
    • Create templates as required (tracking, forms);
    • Assist in creating regular progress updates to stakeholders;
    • Assist with other miscellaneous tasks as required to meet the needs of the project; and
  • Other duties as assigned.

 

Direct Reports:

  • None.

 

Desired Qualifications and Experience:

  • Minimum 2 years of experience in a project-based or administrative capacity;
  • Post-secondary education from an accredited institution (diploma or certificate);
  • Experience in the health education sector is desirable; and,
  • Valid PMP/CAPM certification or working towards certification – Asset.

 

Required Skills:

  • Advanced knowledge of scheduling programs and Microsoft Office (Word, Excel, PowerPoint and Outlook);
  • Excellent interpersonal and organizational skills;
  • Strong sense of tact, diplomacy, maturity and professionalism;
  • Effective team player;
  • Above average technical skills;
  • Experience in creating and managing webinars;
  • Experience in contributing to the creation of reports including financial and progress reporting to federal government;
  • Flexible and capable of multi-tasking with several competing requests;
  • Functions effectively in a team setting and builds collaborative cross-functional relationships;
  • Effective time management skills;
  • Attention to detail and ability to learn quickly;
  • Highly motivated, positive attitude and the ability to work independently;
  • Resolves routine questions and problems, and refers more complex issues to supervisor; and
  • Willing to travel occasionally, work flexible hours or overtime to meet project deadlines.

 

Language Skills:

  • Fluently bilingual in English in French – Asset (testing required);
  • Ability to read, analyze and interpret the complex documents; and,
  • Ability to respond effectively to the most sensitive inquiries or complaints in both languages.
 

Application Process:

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 November 2, 2018. Please forward your résumé and cover letter to HR@afmc.ca. Please indicate in the subject line “Project Assistant”. We thank all applicants for their interest. However, only those selected for further consideration will be contacted.

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