Administrative Assistant

2 weeks ago

Kingston, Canada Kingston Health Sciences Centre Full time

**Title**:Administrative Assistant

**Department**:LUMEO

**Position Number**:50070937

**Hours of Work**:Temporary
** **Full-Time Position (Approximately 16 months)

**Salary**:Class 02: $24.98 - $29.98 per hour

**Union**:Non-Union

**Location**:Kingston General Hospital Site
**/ **Hybrid

**PRIMARY FUNCTION**

Reporting to the KHSC Project Director for the Lumeo project and hierarchically to the CIO, the Administrative Assistant (AA) is responsible for providing high-level administrative support to manage the daily activities effectively and efficiently for the KHSC Lumeo Local Core Team, ensuring its efficient operation.

**RESPONSIBILITIES & DUTIES INCLUDE**:

- Supports KHSC Lumeo Local Project Director and Core Team by drafting, distributing reports, briefing notes, presentations, graphics, and correspondence. Responsible for maintaining and organizing files (paper and electronic) to ensure the smooth operation of the project. Acts as the first point of contact for KHSC Lumeo Local Project Director and Core Team for those seeking assistance or advice on a broad range of issues
- Participates on project committees and/or special events. Helps with Human Resources forms, coordinates with Finance and Lumeo Controller for invoice and project cost tracking as directed, ensures Lumeo contracts are processed efficiently to the KHSC contracts office. Maintains several different spreadsheets and workbooks as directed. Develops and implements project event plans as directed.
- Manages and coordinates calendar activities for the KHSC Lumeo Local Project Director and Core Team by processing incoming and outgoing mail, prioritizing documents/meetings and proactively resolving conflicts. Ensures the KHSC Lumeo Local Project Director and Core Team are prepared for meetings, that appropriate information is passed along and that post-meeting tasks are completed. Ensures that meetings have appropriate technology and materials. Liaises with essential personnel as required. Maintains a sound knowledge of the KHSC organization and the Regional Lumeo project structure/governance, functions and processes to be able to provide a high level of support. Arranges meetings for the KHSC Lumeo Local Project Director and Core Team as requested.
- Maintains office supplies, processes expense claims, invoicing/requisitions, etc. Streamlines processes to ensure efficient flow of information. Maintains and organizes files for ease and accessibility. Ensures that administrative procedures are followed. Recommends improvements where necessary to ensure efficient running of project. Other tasks as assigned.
- Ensures calendars are up to date and materials for meetings are available. Ensures all documents are prepared and managed efficiently as directed. Ensures that the appropriate preparation time is provided for projects/tasks. Anticipates needs, is proactive in scheduling and document preparation. Maintains flexibility by being able to reprioritize to meet unexpected demands.
- Manages challenging requests and expectations when they arise with sensitivity, discretion, and thoughtfulness. Acts with professionalism, integrity, and judgment, discretion and maturity. Able to deal with highly confidential and sensitive materials.
- NOTE - The above duties are representative but are not to be construed as all-inclusive._

**BASIC QUALIFICATIONS**:

- Requires completion of Community College Diploma (3 year program) in Business or Office Administration or equivalent education and experience
- Minimum 3 Years recent relevant administrative experience with progressing responsibilities with a high level of autonomy and accountability for results
- Minute taking skills
- Excellent communication and interpersonal skills
- Able to communicate effectively, courteously and tactfully with all types of people
- Organizational and time management skills
- Strong analytical and critical thinking competence and skills
- Ability to deal with highly confidential and sensitive materials
- Proven ability to attend work regularly.
- Satisfactory criminal reference check and vulnerable sector search required.

**PHYSICAL REQUIREMENTS**:
The applicant must be able to meet the physical demands of this position.
- We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices._
- If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team._

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