Administrative Assistant Cpom Poject

4 weeks ago

Newmarket, Canada Southlake Regional Health Centre Full time

**Company Bio**
- Southlake is building healthy communities through outstanding care, innovative partnerships, and amazing people. We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka._
- Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family Advisors are committed to creating an environment where the best experiences happen. As a recognition of our commitment to quality and patient safety, we have received the highest distinction of Exemplary Standing from Accreditation Canada._

**Job Summary**

Project Administrative Support for the CPOM Project will provide comprehensive project support to the project team which includes scheduling meetings (including complex schedule alignment across multiple sites), supporting meetings (agenda, minutes, meeting materials), develop and maintain project documentation, and overall project team support.

**Skills & Abilities**
- Ability to use project tools and technologies to support meetings (i.e., MS Teams / Zoom) and Microsoft office products (i.e., Excel, PowerPoint, Word) to support project related activities.
- Minimum 1 year of experience in an administrative/ secretarial setting required
- Experience in technology and Healthcare environment preferred
- Ability to review, document and update documentation as directed and this could include more advanced tools such as Microsoft Visio.
- Must be able to multi task, prioritize and manage own workflow to ensure quality and efficiency
- Proficient minute taker with an ability to prepare high quality concise minutes
- Excellent organization and time management skills with an ability to effectively manage a complexity of tasks simultaneously
- Ability to deal effectively with multiple priorities and possess tact and diplomacy in dealing with inquiries and requests for information.
- Demonstrates initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously.
- Ability to identify administrative problems and make recommendations to solve them.
- Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders.
- Demonstrated excellence in communication, both written and verbal
- Demonstrated problem assessment skills
- Demonstrated commitment to customer service and teamwork
- Demonstrated individual leadership skills
- Models behaviour that is aligned with the values of Southlake Regional Health Center.
- Always with compassion
- Power of many
- Serve with purpose
- Every voice matters
- Courage to think differently
**Qualifications**
- Successful completion of a Business Administrative Diploma or related discipline from a recognized Community College

**Closing Statement**

At Southlake, we are committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live and serve, including those with disabilities. Southlake is committed to providing accommodations in all parts of the hiring process. If you require an accommodation, we will work with you to meet your needs.

It is the responsibility of all Southlake employees to work in a safe manner and promote health and safety in the workplace.

**Primary Responsibilities**
- Coordinate and organize project related meetings
- Create and schedule meetings (virtual and in person).
- Collaborate with individuals and designated representatives / administrative assistants to find meeting times.
- Prepare meeting rooms where required.
- Support project related meetings
- Prepare meeting agenda and material as directed by the meeting chair.
- Record and document meeting minutes and actions items.
- Follow-up with committee members of assigned action items.
- Develop project documents / templates to support the project.
- Maintain and update documentation as directed.
- Review and refine project documents (i.e. validate working / terminology).
- Complete other project related support functions as assigned from project manager, project sponsors or other teams members

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