Administrative Assistant

Specialty Standards

Permanent

Today, the Royal College has over 55,000 members and the vision remains to advance the learning for specialist physicians to deliver the best health care for all. The Royal College partners and collaborates to lead the evolution of specialty medical education and standards; support specialist physicians, learners and teams to continuously improve; and advocate for excellence in specialty medicine by supporting innovation, well‑being, equity and person‑centered care.

We are a national, nonprofit organization established in 1929 by a special Act of Parliament to oversee the medical education of specialists in Canada.

Under the direction of the manager, Specialty Standards, you will provide exceptional administrative support to the manager, associate director, standards administrators, education standards coordinators, and standards policy analysts. You will be instrumental in helping with the logistical support for standards development workshops and web conferences; gathering material for pre and post workshop packages; processing expense claims, coordinating logistical tasks and act as a resource for staff supporting committees during virtual and in‑person workshops and meetings.

The incumbent will support virtual platform administration for virtual meetings and workshops.

You will also support the manager and associate director with calendars management and scheduling unit activities. You will monitor and respond to inquiries, prepare draft correspondence, respond to general email inbox, and provide technical support to meeting participants; maintain unit records, action items, meeting summaries, trackers and assist the manager with the preparation of reports.

• Plans/coordinates logistics for meetings (e.g., workshops, conferences, committee meetings) including attendance tracking and follow‑up.
• Prepares information/documents for meetings or conferences including assembling and distributing required copies of documents, preparing name plates, sending and compiling post‑workshop surveys, etc.
• Responds to general inquiries related to the work unit and redirects as required.
• Draft correspondence, prepare forms and reports.
• Tracks emails by urgency and follow‑up internally and externally to ensure they are addressed.
• Sets up and maintains electronic filing systems including application of the unit’s retention schedule.
• Process volunteer expense claims, which include reviewing claims to ensure they meet reimbursement policies, addressing discrepancies with volunteers, obtaining approvals and liaising with finance to ensure claims are reimbursed.
• Data entry, updates database and generates reports/lists as required.
• Updates manuals and guidelines as requested and coordinates the translation process as required.

• One to three years’ experience supporting managers and teams.
• Excellent coordination, organizational and time management skills.
• Experience providing client‑focused support.
• An ability to meet deadlines in a high‑volume environment.
• An aptitude to proactively seek additional information when needed.
• The capacity to establish good working relationships and communicate in a professional manner.
• Proven talent to compose correspondence, emails including strong attention to detail, high level of accuracy and proofreading aptitudes.
• Sound discretion and judgement coupled with tact and diplomacy.
• Intermediate computer skills in MS Office suite, Outlook, Excel and database applications.
• Experience with MS Teams and other web conferencing platforms is a strong asset.

Please apply through our UKG recruitment platform with your résumé, covering letter and salary expectations by January 19, 2025.

The Royal College invites applications from all qualified applicants. The Royal College is strongly committed to employment equity and diversity in the workplace and encourages applications from Black, racialised/visible minorities, Indigenous/Aboriginal people, women, persons with disabilities, and 2

SLGBTQQIA+ persons.

We sincerely thank all applicants for their interest; however, we will only contact those under consideration. An eligibility…