Admin Assistant

3 weeks ago

Toronto, Canada St Michael's hospital Full time
Admin Assistant - Director Emergency Department (Job ID: 4290)

The primary role of the Administrative Assistant is to conduct the business support functions of the office of the Sr. Clinical Program Director of the Emergency Care Program. This includes providing administrative, organizational, project coordination, and secretarial support to the Sr. Clinical Program Director and teams of this busy portfolio that is undergoing substantial growth and multiple redevelopment projects.

The successful candidate will be highly motivated, proactive, organized, and have the ability to use critical thinking and sound judgment while being flexible in providing highly skilled support to both internal and external stakeholders. The ability to maintain a high standard of professionalism and confidentiality is essential.

Duties and Responsibilities:

  • Maintains an organized office by daily monitoring of office activities, monitoring emails and by coordinating workflow and setting priorities.
  • Coordinates the daily schedule and committee meetings for the Senior Clinical Director of Emergency Care.
  • Attends meetings and records, transcribes and disseminate minutes.
  • Orders office stationery/equipment.
  • Composes and types memos, letters, spreadsheets, presentations, proposals and other correspondence for internal/external communication purposes.
  • Completes payroll time entry, facilitates and resolves issues relating to the payroll process for the team reporting to the Senior Clinical Director of the Emergency Care Program.
  • Organizes and assists with scheduling special events (ie. conferences, retreats, workshops), staff recognition and team building events (luncheons, farewell events).
  • Coordinates teleconferences, audiovisual supports, flyers, event marketing etc.
  • Facilitates out of country/province travel coordination for the Director.
  • Design, development and implementation of documents (flyers, templates, event timeline, charts), formatting forms (chart audits, flowsheets),
  • Assists with tracking and monitoring budget using spreadsheets, databases, etc.; compiles expense receipts for reimbursement.
  • Prepares cheque requisitions and ICT request forms as needed.
  • Contributes to efficient and effective program management by proactively responding to issues and concerns as required.
  • Ensures prompt communication of messages from internal and external stakeholders and facilitates follow-up communication, using appropriate judgment and discretion at all times.
  • Completes other duties and special projects as assigned.

QUALIFICATIONS AND EXPERIENCE:

  • Successful completion of an Office Administration Program or related years of work experience in an administrative assistant position.
  • Minimum five (5) years' related experience in a senior level administrative capacity in a health care environment preferred
  • Advanced knowledge and skill with MS-Office, Outlook, scheduling and budgeting programs.
  • Typing/word processing skills at the 60 wpm level.
  • Excellent communication (verbal/written) and interpersonal skills coupled with a strong customer service orientation.
  • Ability to effectively act as an agent/liaison for the Senior Clinical Director of Emergency Care with good judgment and discretion of respecting confidential information.
  • Excellent organization and priority setting skills including demonstrated ability to coordinate and manage multiple and complex initiatives.
  • Evidence of creativity in work i.e., presentation skills, development of packages, flyers, marketing.
  • Strong track record of establishing positive internal/external relationships, which facilitate and enhance the image of the office of professional practice at a local, regional and national level.
  • Must be able to function as a member of a team and work independently
  • Demonstrated interpersonal skills to handle internal and external request competently, while managing confidentiality
  • Prioritizing workload efficiently and effectively to meet predictable and unpredictable deadlines
  • Must have an excellent attendance record and be able to work flexible hours based on critical needs

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