Job Description
Administrative Secretary (Academic and Research Impact)
Competition #
9728
Job Title
Administrative Secretary (Academic and Research Impact)
Department
Academic & Research Impact
Status
Permanent
Work Type
Full-time
Affiliation
Non Union
Shift Assignment
Days
Bilingualism Required
Yes
Police Check Requirement
N/A
Site
RLHC-Non Union Non Managment
Salary Information
$33.56-$39.49/hour
Application Closing Date
April 8, 2026
KEY FUNCTION:
Provide efficient and confidential administrative support to the Director, Academic and Research Impact, while supporting the Academic Affairs department and ensuring day-to-day operations are effectively managed, coordinated, and executed.
REPORTING:
Under the general direction of the Director, Academic and Research Impact.
DUTIES:
Prepare and organize a variety of documents and correspondence in an accurate and professional format.
Set-up and maintain manual and computerized information filing systems.
Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations.
Initiate purchase order requisitions for lab consumables, medical gases, linen, and supplies.
Assist with webpage development and content.
Answer telephone and electronic inquiries, and relay telephone calls and messages; co-manage Academic Affairs and HSNRI administrative mailboxes, including monitoring, triaging, and responding to inquiries, and providing coverage during absences.
Act as a primary point-of-contact; greet and assist internal and external clients.
Coordinate meetings, special events, prepare agendas, ensure appropriate follow-up, book meeting rooms, and coordinate catering requirements.
Record minutes of meetings and ensure proper follow-up of assigned action items (i.e. Medical Education Committee (MEC), Nursing Liaison, Program Council, JHSC, etc.).
Provide calendar, inbox, meeting and I/T support.
Prepare travel arrangements and expense claims.
Process invoices, prepare credit card reconciliations, manage petty cash and prepare billing requests.
Compile data for monthly/annual statistical reporting, and update metrics.
Determine and establish office procedures, order office supplies, and maintain inventory.
Draft agreements, complete forms, manage personnel files, and support payroll processes.
Support job postings and interview scheduling.
Develop, implement, and maintain Standard of Work (SoW) documentation for all core duties to support onboarding, cross-coverage, and future training initiatives.
Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.
Assist in the preparation and organization of special events and training initiatives.
Support Grand Rounds logistics and accreditation processes, prepare meeting materials (e.g., Internal Medicine Academic Committee (IMAC) packages), and support Continuing Medical Education (CME) Planning Committee activities and documentation.
Perform monthly physical inspection.
Act as backup for Executive Assistant, as required.
Support student placement processes (e.g., INPLACE system).
Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
Educate and promote health, safety and wellness in the workplace.
Represent the department or program on various committees and in meetings as required.
Perform other duties as required.
QUALIFICATIONS
EDUCATION AND TRAINING:
Minimum of a one (1) year Diploma in Office or Business Administration, from an accredited college.
Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.
EXPERIENCE:
Minimum of three (3) years’ experience working as an Administrative Secretary within the last five (5) years, preferably in a health care environment.
KNOWLEDGE/SKILLS/ABILITIES:
Demonstrated typing speed of 50 words per minute.
Demonstrated proficiency in taking and transcribing minutes.
Demonstrated excellent judgment and proven analytical skills.
Demonstrated ability to prioritize tasks to support seamless transitions and continuity of operations across activities.
Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook).
Demonstrated superior interpersonal and communication skills, both written and verbal.
Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
Demonstrated discretion and maturity when handling confidential information.
Demonstrated commitment to the safety of co-workers.
PERSONAL SUITABILITY:
Ability to use tact and discretion in dealing with health care providers.
Demonstrated ability to work effectively as a member of an interdisciplinary team.
Demonstrated ability to perform with minimal supervision; to prioritize duties.
Demonstrated commitment to ongoing professional development.
Demonstrated professionalism in dealing with confidential and sensitive issues.
Demonstrated positive work record and excellent attendance record.
Ability to meet the physical and sensory demands of the job.
Ability to travel between local sites.
Selection Process: Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required. This posting is for an existing vacancy.
Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.
HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.
Competition #
9728
Job Title
Administrative Secretary (Academic and Research Impact)
Department
Academic & Research Impact
Status
Permanent
Work Type
Full-time
Affiliation
Non Union
Shift Assignment
Days
Bilingualism Required
Yes
Police Check Requirement
N/A
Site
RLHC-Non Union Non Managment
Salary Information
$33.56-$39.49/hour
Application Closing Date
April 8, 2026
KEY FUNCTION:
Provide efficient and confidential administrative support to the Director, Academic and Research Impact, while supporting the Academic Affairs department and ensuring day-to-day operations are effectively managed, coordinated, and executed.
REPORTING:
Under the general direction of the Director, Academic and Research Impact.
DUTIES:
Prepare and organize a variety of documents and correspondence in an accurate and professional format.
Set-up and maintain manual and computerized information filing systems.
Open and distribute incoming regular and electronic mail and other material, and coordinate the flow of information internally and with other departments and organizations.
Initiate purchase order requisitions for lab consumables, medical gases, linen, and supplies.
Assist with webpage development and content.
Answer telephone and electronic inquiries, and relay telephone calls and messages; co-manage Academic Affairs and HSNRI administrative mailboxes, including monitoring, triaging, and responding to inquiries, and providing coverage during absences.
Act as a primary point-of-contact; greet and assist internal and external clients.
Coordinate meetings, special events, prepare agendas, ensure appropriate follow-up, book meeting rooms, and coordinate catering requirements.
Record minutes of meetings and ensure proper follow-up of assigned action items (i.e. Medical Education Committee (MEC), Nursing Liaison, Program Council, JHSC, etc.).
Provide calendar, inbox, meeting and I/T support.
Prepare travel arrangements and expense claims.
Process invoices, prepare credit card reconciliations, manage petty cash and prepare billing requests.
Compile data for monthly/annual statistical reporting, and update metrics.
Determine and establish office procedures, order office supplies, and maintain inventory.
Draft agreements, complete forms, manage personnel files, and support payroll processes.
Support job postings and interview scheduling.
Develop, implement, and maintain Standard of Work (SoW) documentation for all core duties to support onboarding, cross-coverage, and future training initiatives.
Act as the gatekeeper for all master documents, maintain committee contact lists, and update training manuals as required.
Assist in the preparation and organization of special events and training initiatives.
Support Grand Rounds logistics and accreditation processes, prepare meeting materials (e.g., Internal Medicine Academic Committee (IMAC) packages), and support Continuing Medical Education (CME) Planning Committee activities and documentation.
Perform monthly physical inspection.
Act as backup for Executive Assistant, as required.
Support student placement processes (e.g., INPLACE system).
Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
Educate and promote health, safety and wellness in the workplace.
Represent the department or program on various committees and in meetings as required.
Perform other duties as required.
QUALIFICATIONS
EDUCATION AND TRAINING:
Minimum of a one (1) year Diploma in Office or Business Administration, from an accredited college.
Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.
EXPERIENCE:
Minimum of three (3) years’ experience working as an Administrative Secretary within the last five (5) years, preferably in a health care environment.
KNOWLEDGE/SKILLS/ABILITIES:
Demonstrated typing speed of 50 words per minute.
Demonstrated proficiency in taking and transcribing minutes.
Demonstrated excellent judgment and proven analytical skills.
Demonstrated ability to prioritize tasks to support seamless transitions and continuity of operations across activities.
Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook).
Demonstrated superior interpersonal and communication skills, both written and verbal.
Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
Demonstrated discretion and maturity when handling confidential information.
Demonstrated commitment to the safety of co-workers.
PERSONAL SUITABILITY:
Ability to use tact and discretion in dealing with health care providers.
Demonstrated ability to work effectively as a member of an interdisciplinary team.
Demonstrated ability to perform with minimal supervision; to prioritize duties.
Demonstrated commitment to ongoing professional development.
Demonstrated professionalism in dealing with confidential and sensitive issues.
Demonstrated positive work record and excellent attendance record.
Ability to meet the physical and sensory demands of the job.
Ability to travel between local sites.
Selection Process: Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required. This posting is for an existing vacancy.
Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.
HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.
💡 Quick Summary
Seeking a career-building opportunity? The Administrative Secretary (Academic and Research Impact) position is now open for candidates interested in the Operations Executive Jobs sector. This role in Greater Sudbury offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Operations Executive Jobs is a plus.
