Admin Assistant

6 months ago

Toronto, Canada Unity Health Toronto Full time

Our hospital is a 376-bed community teaching hospital situated in west-end Toronto, serving a diverse community of over half a million Canadians. St. Joseph's Emergency Department (ED) is one of the largest EDs in Ontario with over 97,000 visits a year. We have a reputation for excellence in patient care and teamwork with respect and compassion. We are also a teaching facility, welcoming students and trainees from across multiple disciplines.

The primary role of an Administrative Assistant to the Department Chief and PCM is to provide business support functions, including administrative, clinical, organizational and secretarial support. This role requires daily communication both internally and externally to Unity Health Toronto. The role also includes facilitating staffing schedules, meeting schedules, recruitment, and committee work within the Emergency Department.

**Responsibilities**:

- Drafts, types and edits memorandums, letters, presentations, reports, minutes/agendas, and policies and procedures;
- Organizes, maintains and prioritizes schedule of the Chief and PCM
- Plans meetings, projects and conferences.
- Collects and reports statistical information;
- Performs other clerical duties such as filing, photocopying, faxing and mailings
- Coordinates and compiles performance reports for the portfolio
- Acts as front line contact for internal and external contacts who would like to make contact with the Chief and PCM
- Triages issues and acts to achieve solutions prior to Chief or PCM involvement;
- Coordinates recruitment initiatives within the department, including postings, interview scheduling, and onboarding activities with HR
- Prepares schedules
- Prepares recruitment materials
- Prepares and submits payroll
- Oversees accounts receivable and payable
- Supports IT, Equipment and Space Modification Requests
- Liaises with EVP/VPs and their Admin Assistants, Directors, medical and hospital staff, and outside agencies/consultants, including the University of Toronto;
- Organizes meetings, workshops and special events with internal and external stakeholders;
- Responds to, and facilitates resolutions, of urgent situations;
- Responsible for the dissemination of highly confidential correspondence and communications;
- Provides additional support to all members within the department.
- Responsible for monitoring and ordering department and office supplies as needed.
- Responds to and facilitates resolutions of urgent situations. Strives to affect solutions prior to the involvement of the Department Chief.
- Perform technical, specialized, complex and difficult office administrative work requiring the use of independent judgment and with a minimum of direction
- Department time entry for payroll, corrections, and reconciliation
- Accounts payable and receivable.
- Time management, for both the incumbent and for the PCM and Chief
- Independent decision making
- Working with multiple departments, and becoming familiar with differences in policies and procedures that are not always transparent both internally and with external stakeholders
- Effectively managing, reprioritizing and scheduling of complex day-to-day schedule and deadlines.

**Requirements**:

- Graduate of a recognized Office Administration program or equivalent;
- Must have medical terminology certificate;
- Five (5) years' administrative experience;

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