Administrative Assistant Iii

3 weeks ago

Toronto, Canada University Health Network Full time

JOB POSTING #911969

Position: Administrative Assistant III
Site: Toronto Rehabilitation Institute, University Centre
Department: Brain & Spinal Cord Rehabilitation Program
Reports to: Clinical Director
Scale/Grade: A007

**Salary**: $25.89 - 32.36 per hour ( Commensurate with experience and consistent with UHN Compensation Policy)
Hours: 37.5 hours per week; Shifts: days
Status: Temporary full-time, 9-10 months (start date: February 2023)

University Health Network (UHN) is looking for an experienced professional to fill the key role of an Administrative Assistant III in the Brain, Spinal Cord & Cardiac Rehabilitation department.
- Transforming lives and communities through excellence in care, discovery and learning._

The University Health Network, where “above all else the needs of patients come first”, encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education at UHN. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. With a long tradition of ground-breaking firsts and a purpose of “Transforming lives and communities through excellence in care, discovery and learning”, the University Health Network (UHN), Canada’s largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world. Find out about our purpose, values and principles here.

POSITION:
Supporting the leadership team of the Spinal Cord Rehabilitation Program, including the Clinical Director, you will be exercising judgment and have independence to provide complex administrative support services, including: coordinating and managing an ever changing and complex electronic calendar/schedule; organizing and supporting meetings; preparing and providing updates to the managers on a regular basis regarding the priorities and objectives that have changed throughout the day; utilizing advanced Microsoft systems to produce complex documents of highly professional quality materials and presentation; providing project management support for assigned initiatives; timekeeping and payroll management; handling correspondence and coordinating the submission of invoices and expenses within the hospital finance systems; following human resources procedures and processes for hiring of staff; liaising with administrative assistants within the program, UHN and external stakeholders to ensure meetings are coordinated and deadlines met; developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats, organizing corporate meetings and functions; integrating information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting; performing cross-functional responsibilities within the Administrative Office to ensure efficient operation. The successful individual should be mature, tactful, highly organized, have experience working with senior leadership, in a fast paced energetic environment with the ability to take initiative, anticipate needs and prioritize.

QUALIFICATIONS:

- Completion of Grade XII or recognized equivalent
- Completion of recognized business or medical post-secondary administrative program at the diploma level
- Bachelor’s degree is considered an asset
- Strong project management skills
- Forward-thinking with an ability to anticipate needs or issues and create solutions
- Adaptable when faced with change, ambiguity, and competing priorities
- Can interact effectively with all levels of staff and external stakeholders and possess a strong customer service orientation
- Four (4) years related administrative assistant experience at a senior level required
- Extensive on-the-job computer/word-processing, database and spreadsheet software experience required; experiences in a Microsoft Office environment required
- Previously supervisory experience preferred
- Experience working in a research/health care environment and knowledge of medical terminology an asset
- Excellent organizational and time management skills required
- Excellent interpersonal and customer service skills required
- Excellent verbal and written communications skills required
- Comprehensive knowledge of health care, organizational/budgeting practices, procedures and standards
- Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate
- Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction
- Ability to manage multiple conflicting priorities without loss of composure
- Ability to maintain confidentiality
- Ability to work well under pressure and use good judgment in assessing d

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