Program Administrative Assistant

2 months ago

Mississauga, Canada Trillium Health Partners Full time

**Job Description**:
**Position**:Program Administrative Assistant

**Dept/Program**:Surgery and Peri-Operative Programs

**File #**: 2024-36621

**Role Level**: AC06 $29.90 to 37.42 Hourly (plus applicable vacation and benefits, or in-lieu %)

**Status**:Termporary Full Time (April 1, 2024 - May 2, 2025)

**Hours of Work/Shifts**: 37.5 Hours/Week - Monday to Friday

**Site**:Credit Valley Hospital

**Posted**:26/02/2024

**Internal Deadline**: 04/03/2024

Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. Comprised of the Credit Valley Hospital, the Mississauga Hospital and the Queensway Health Centre, Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.

Our Mission**:A New Kind of Health Care for a Healthier Community**

Our Values**:Compassion, Excellence, Courage**

Our Goals**:Quality, Access, Sustainability**

Our Enablers**:People, Education, Innovation, Research**

**The location of any vacancy/position may be changed or reassigned as per operational needs**

**Position Summary**:
A high achieving, self-motivated individual with exceptional organizational skills and demonstrated commitment to customer service will excel in this position. You must possess the ability to work in a fast-paced and constantly changing environment and able to disseminate complex information and maintain effective working relationships with the program leadership and all internal and external stakeholders. You are proactive, dynamic and able to anticipate the needs of those you support without waiting for instruction.

Reporting to the Clinical Program Director, Surgery and Peri-Operative Services, the Administrative Assistant will be responsible to support the administrative activities for the Surgery Program Director, Medical Chief and the Peri-Operative Medical Director as well as the program leadership team. Key responsibilities include:- Developing, distributing and maintaining accurate materials/records for meetings/events and interview (agendas, presentations, minutes, interview guides)- Preparing, editing and distributing communications, presentations and briefing notes- Creating and maintaining data bases (excel spreadsheets) to support program administrative activities- Supporting corporate and program committees- Managing professional staff on call schedules, recruitment process, stipends,- Organizing quarterly and annual program events/rounds- Managing payroll

**Key Qualifications and Experience**:
- Grade 12 combined with 2 years of community college secretarial and/or equivalent clinical administration experience required.- Demonstrated ability to accurately prepare, edit, distribute and file documents (correspondence, agendas, minutes, presentations) manage payroll, and maintain office supplies.- Advanced technical skills in Windows, MS Word, PowerPoint, Outlook, Excel, videoconference and teleconference set up- Demonstrated ability to accurately coordinate multiple electronic calendars to schedule meetings, interviews, administrative activities and/or events (book rooms, teleconference, videoconference, catering, etc.) with the ability to proactively problem resolve calendar conflicts.- Proven ability to work collaboratively to develop effective relationships with all members of an inter-professional team (internal and external customers and partners)- Self-directed with effective communication (oral and written) and interpersonal skills with the ability to work independently and with mínimal supervision- Experience with general accounting and file management to support processing and tracking of invoices- Project management skills an asset- Positive work ethic and attendance record- Ability to travel across sites as required- In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation._
- All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act._
- Trillium Health Partners is identified under the French Language Services Act._

**_

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