Administrative Assistant, Finance, Permanent

1 week ago

Ottawa, Ontario, Canada CHEO Full time

Compensation Pay Range:
$24.97-$29.22

Job Description:

-:

  • Under the general direction of the Director of Finance, the Administrative Assistant, Finance provides autonomous and proactive administrative and clerical support services, ensuring confidentiality and efficient conduct of business in the Finance Department. This position requires considerable independent judgment and problemsolving skills to address nonroutine issues on a daily basis.


 RESPONSIBILITIES
  • Provide administrative assistance to the Director of Finance and provide administrative support to broader Finance Management team, as required.
  • Transcribe dictated correspondence; format electronic reports and correspondence; prepare spreadsheets; prepare documents for review.
  • Draft routine responses for signature; collate information and draft updates to annual reports and/or other documents; research and collect relevant documentation regarding complex responses.
  • Prioritize incoming mail and documents and distribute appropriately.
  • Receive and screen incoming calls, assess the urgency of the calls, provide general information as required to the caller, or refer the caller to the appropriate person.
  • Prepare draft agendas for meetings; record and distribute minutes, including action items and followups.
  • Make arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering.
  • Schedule appointments; prepare rotations and schedules; set up schedule for training, testing, interviews, etc., as required.
  • Maintain awareness of activities and liaise with a variety of workrelated contacts both at CHEO and externally.
  • Maintain an uptodate calendar of upcoming events and priorities and coordinate meetings as required.
  • Photocopy, collate, fax, and distribute documents; proofread documents for grammar and spelling.
  • Make travel and hotel arrangements for staff, where required.
  • Establish, develop, and maintain various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, and confidential files in adherence with approved records management practices and CHEO policies and procedures.
  • Collect and/or tabulate statistics and information from files and/or databases as required; enter data into various databases and/or spreadsheets from a variety of sources.
  • Assist with and/or conduct research and retrieve information and/or material as assigned on specified topics by surfing the web and/or CHEOnet, reviewing literature, journals and/or publications, etc.
  • Update the Finance intranet page with relevant information and/or changes.
  • Participate in the planning of meetings and training sessions by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.
  • Perform clerical functions such as preparing purchase requisitions, processing expenses related to travel claims, initiating HR paperwork as directed, etc.
  • Maintain files and order supplies as required.
  • Perform other duties as assigned.

QUALIFICATIONS- Diploma in Office Administration or other appropriate combinations of education and experience, along with the demonstrated knowledge, skills and abilities to perform the duties of the position.

(Essential) Minimum of six (6) months of previous administrative and/or clerical experience in a fast-paced and dynamic environment; preference given to experience in a healthcare and/or hospital setting.

(Essential) Comprehensive knowledge of standard office software including Outlook, Word, Excel, PowerPoint, SharePoint, etc.

(Essential) Agile and able to manage ambiguity - navigate within a complex and fast-paced environment while offering a clear sense of direction and priorities.

(Essential) Proactive - able to look ahead, plan and take appropriate action. (Essential) Collaborative - works in collaboration with other staff in a team approach to service delivery. (Essential) Great communicator - dynamic, responsive, with excellent written and oral communication skills. (Essential) Strong attention to detail - demonstrates thoroughness and accuracy in completing tasks. (Essential) Works in a confidential manner and demonstrates tact and diplomacy when dealing with sensitive issues.

(Essential)- OTHER REQUIREMENTS:

  • Criminal Record Check (Essential)-
  • Bilingualism (English and French) (preferred)
  • CHEO values diversity and is an equal opportunity employer. We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process and welcome interest from all qualified applicants.
  • Should you require accommodation during any phase in the recruitment process, please contact Human Resources at
  • All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Ac

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