Administrative Assistant, First Nations, Inuit and

3 weeks ago

Toronto, Canada University Health Network Full time

Position: Administrative Assistant, First Nations, Inuit and Métis Cancer Strategy
Reports to: Director, First Nations, Inuit and Métis Cancer Strategy
Status: 2 Vacancies: Full Time, Permanent
Job Level: Level 3 salary range: $47,736 - $64,584 per year
Posting Date: June 9, 2023
Closing Date: June 25, 2023

**Division Overview**

The Strategic Partnerships Division leads engagement of partners in Canada’s health system and broader cancer community who are key to implementing practice and policy changes that deliver on the priorities of the 2019-2029 Canadian Strategy for Cancer Control. The division works with the Partnership’s program teams and system partners to develop work plans, monitor progress, and regularly assess new and evolving work to ensure it aligns with the eight priorities of the Strategy. The division also leads communications activities to strategically support and profile the work of the Partnership in driving forward the priorities of the Strategy across partners, stakeholders and the public. The division also partners with e First Nations, Inuit and Métis on People-specific priorities and actions, outlined in the Strategy, by co-developing and implementing solutions to improving cancer care

**Overview of Role**

The Administrative Assistant, First Nations, Inuit & Metis Cancer Strategy assists the Strategic Partnership Division in carrying out projects and initiatives to achieve organizational priorities. Providing administrative support to the Director, First Nations, Inuit & Metis Cancer Strategy and working closely with the First Nation, Inuit & Metis Team the incumbent contributes to CPAC’s overall vision to reduce the burden of cancer on all Canadians.

**Core Responsibilities & Activities**

Communication
- Acts as the front-line contact for the team for both internal and external partners & stakeholders
- Maintains knowledge of overall activities and priorities for the organization to better serve the division
- Provides support to development of publications and presentations through assisting with layout, managing track-changes, and coordinating, proofreading, translation etc.

Calendar Management & Meetings
- Performs on-going review of team, and organizational calendars in order to act proactively for up-coming meetings, events and conferences
- Assists in the preparation of meetings by providing all background material and supporting the formatting and branding of agendas; reports; and PowerPoint presentations as required
- Coordinates and facilitates internal/team meetings by taking minutes, summarizing and communicating Action items
- Manages logistics such as booking rooms; cater events; coordinate speaker logistics and arrangements; preparing name tags; ensuring IT (e.g. Teams, audio visual, projection) is available and in working order; clean-up/set-up of meeting rooms
- Books appointments based on knowledge of corporate priorities and divisional goals
- Manages external meeting logistics including local, provincial and international travel arrangements for Director, and team members as required using CPAC’s preferred travel provider

General Administration
- Maintains filing systems (shared and divisional) ensuring documents are accessible and secure
- Actively seeks input, direction and provides reminders to Director and team about the Contacts Relations Management System (CRM) and adds to, updates, utilizes and maintains the CRM
- Makes photocopies, scans documents, edits and formats correspondence and reports, proofreads documents, and creates mailing lists
- Matches packing slips to invoice and submits for payment, tracks and codes divisional expenditures, including Director’s corporate credit card
- Reviews and/or prepares expense and travel reimbursement requests with adherence to Travel/Finance Policies and Procedures
- Actively participates and collaborates with the Partnership Support Team to facilitate more effective and efficient processes and a commitment to achieving shared goals
- Works closely with Corporate Services to plan events using centralized services while seeking the most economical method and following all policies, procedures and processes
- Provides back-up administrative support to other teams and rotation for Front-Office coverage
- Monitors inventory and orders office supplies
- Monitors and tracks subscriptions and memberships and flag renewals
- Performs other duties and ad hoc projects as required

**Competencies**
The Partnership’s core competencies are a key element to reviewing performance. While the duties and responsibilities of a position tell you the “what,” the competencies tell you the “how.” We have developed five universal competencies which we expect to be exhibited by all employees regardless of level or position, as well as five leadership competencies which we expect to be exhibited by staff in people management positions.

Universal Competencies
- Inclusive - values diversity and applies an equit

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