Administrative Assistant Ii

2 weeks ago

Toronto, Canada University Health Network Full time

**Position: Administrative Assistant II**

**Job Posting #920940**

**Site**:Toronto Western Hospital

**Department**:Seniors Emergency Medicine Centre

**Reports to**: Director, Seniors Emergency Medicine Centre

**Hours**: 19 hours per week

**Status**:Temporary Part Time (1 year with likely extension)

**Shifts**: N/A

**Posted Date**: June 12, 2023

**Closing Date**:Until filled

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. 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.

**Position Summary**

The **Myrna Daniels Seniors Emergency Medicine Centre (SEMC)** aims to be a world leader in every domain of seniors’ emergency care by building an innovative physical space, designing a transformative model of clinical care, seamlessly integrating with community partners, and producing leading-edge research and education.

As an integral part of the SEMC Team, the **Administrative Assistant** will be responsible for providing diversified administrative support and coordination. This includes, but is not limited to scheduling meetings, managing staff calendars, travel arrangements, drafting confidential documents, assisting with financial planning and tracking, providing meeting support and assisting with event planning and management. This position is key to the success of the SEMC and plays an important role in delivering on the ambitious vision of the Centre, which is poised to be the first of its kind in Canada. The position requires highly developed problem-solving skills, discretion, discernment, and confidentiality. The individual must be a self-starter and a critical thinker.

This position will be primarily virtual. The Centre will be located at the Toronto Western Hospital. Some on-site work is required on an ad hoc basis primarily for in-person meeting support.

**Duties**

Responsibilities of the position include, but may not be limited to:

- Provide administrative support and coordination to SEMC staff, scheduling meetings, managing staff calendars, and travel arrangements, drafting confidential documents, assisting with financial planning, and tracking, providing meeting support, assisting with event planning and management, and other clerical duties as required.
- Arrange meetings, distribute meeting materials, book and set up rooms, take and transcribe minutes, circulate minutes in a timely manner, and follow up as necessary.
- Maintain effective and professional working relationships with internal and external stakeholders.
- Coordinate travel including flights and accommodation.
- Maintain inventory of equipment; support procurement activities as needed.
- Support onboarding of new staff.
- Support financial management through updating and tracking budgets, reconciling financial statements, and notifying appropriate staff of variances for follow-up, files and organizations’ required documentation.
- Communicate with senior-level stakeholders, including administrative leadership and partners.
- Contribute to the coordination and implementation of special projects that support the strategic directions of the Centre.

**Qualifications**:

- Completion of a recognized post-secondary office/medical administration program at the diploma level or equivalent.
- Minimum of two (2) to three (3) years related administrative/secretarial support experience. Experience working in a healthcare, research, or university environment is an asset.
- Available to support limited on-site activities (meetings, events) as needed.
- Ability to multi-task and work under pressure in a very fast-paced, dynamic environment with competing deadlines and priorities.
- Excellent oral and written communication skills to draft clear, concise correspondence, as well as to respond to enquiries with tact, confidentiality, and discretion.
- Must be highly organized and detail-oriented and possess excellent interpersonal skills for liaising with SEMC stakeholders, senior leadership, and representatives from partner organizations.
- Must be able to work both independently and within a team environment and balance competing priorities to meet deadlines.
- Strong ability for self-direction, organization, project and time management.
- Exceptional att

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