Date Posted: 11/8/2023
Location: Toronto, ON, Canada
Reference No.: 2023-6216
Position Type: Regular part-time
Summary of Duties:
Reporting to the Manager, Office of the VP, Corporate Planning and Development/CIO, the Administrative Assistant is responsible for:
- Providing administrative and secretarial support
- Manage calendars, schedule meetings, coordinate arrangements, room reservations, etc.
- Take detailed meeting minutes, prepare agendas, presentation materials as required
- Assist in the preparation and submission of regularly scheduled reports
- Maintain departmental filing and bring forward accordingly
- Assist with financial report as needed
- Update and maintain departmental policies and procedures as needed
- Prepare and monitor staff payroll/time sheet submission
- Administration of departmental invoices; log and deliver requests to Accounts Payable for processing
- Ordering and procurement of departmental supplies and equipment
- Open and distribute mail
- Prepare agendas, presentations, reports, as required in support of departmental initiatives and projects
- Other duties, as required
- Provide coverage, as required
Qualifications/Skills:
- College diploma in an administrative/health related discipline
- Minimum two (3) years’ experience in administrative/clerical role
- Advanced computer skills in Windows environment using MS Word, Excel, PowerPoint and Outlook
- Must be able to prioritize workload and function under pressure in order to meet billing and month end deadlines; and prepare draft communications/assist with presentations
- Demonstrated experience in dealing with the public in person, by telephone and e-mail in a courteous, pleasant and professional manner.
- Excellent verbal and written communication skills with strong attention to detail
- Excellent organizational, time management, and critical thinking skills
- Proven ability to respond effectively in a busy office environment
- Demonstrate initiative by identifying issues or areas for improvement with resolution
- Demonstrated sound judgment and diplomacy
- Ability to communicate effectively with all levels of staff and maintain good public relations with administrative , leaders, physicians, patients and other hospital staff
- Attention to detail
- Effective time management and resource management skills; able to work well under pressure and tight deadlines
- Demonstrated ability to learn quickly and be self-directed
- Proven ability to multi-task, set priorities and problem solve
