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Admin Assistant Director

4 months ago

Scarborough Village, Ontario, Canada St Michael's hospital Full time
Admin Assistant Director - Houses of Providence Administration (Job ID: 4748)

Duration: 6 months

POSITION SUMMARY:

The primary role of an Administrative Assistant is to conduct the business support functions of the offices of the Administrator and Director of Care for the Houses of Providence. This includes providing administrative, clinical, organization and secretarial support at the Director level. This role requires daily communication both internally and externally to families, residents and staff at all levels across Unity Health Toronto. The role also includes facilitating meeting schedules and committee work arising from these offices.

MAJOR RESPONSIBILITES:

  • Drafts, types and edits memorandums, letters, presentations, reports, minutes/agendas, and policies and procedures;
  • Organizes, maintains and prioritizes schedule of the Administrator and Director of Care Plans meetings, projects and conferences;
  • Types agenda and minutes for all meetings;
  • Collects and reports statistical information for reporting of quarterly and annual reports;
  • Performs other clerical duties such as filing: photocopying, faxing, and mailings;
  • Acts as the front line contact for internal and external customers who would like to make contact with the Administrator and Director;
  • Triages issues, and acts to achieve solutions prior to the Administrator and Director becoming involved;
  • Assists with recruitment initiatives within the departments;
  • Prepares departmental payroll;
  • Oversees and completes accounts payables and procurement processes
  • Ensure continuous coordination and support of quarterly and monthly quality and program meetings;
  • Provide occasional administrative support to the operational leaders and some of the interdisciplinary team members.
  • Completes other duties and special projects as assigned.

QUALIFICATIONS/SKILLS REQUIRED:

  • Graduate of a recognized Office Administration program or equivalent;
  • Minimum of five (5) years¿ administrative experience;
  • Proven experience with various software applications, such as Microsoft Office, Word, Excel, PowerPoint, Outlook and Payroll Systems;
  • Excellent organizational, analytical, attention to details and problem solving skills;
  • Excellent communication (written & verbal) and interpersonal skills coupled with a strong customer service orientation;
  • Strong diplomacy skills;
  • Strong track record of establishing positive internal/external relationships;
  • Ability to multi-task and work well under pressure;
  • Familiarity with medical credentialing processes an asset;
  • Must have excellent attendance record and be able to work flexible hours.

Note:

As per the Ministry of Health and Long-Term Care Act, in order to work in this position the successful receipt of a clear criminal record check, including a vulnerable sector screening is required.

As a condition of employment, all external hires will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists. Please note, if you are extended an offer of employment, you will be required to provide proof of vaccination of a Health Canada or World Health Organization (WHO) approved COVID-19 vaccine. All internal candidates must be in compliance with Unity Health Toronto¿s COVID-19 Vaccination Policy.