Administrative Assistant
2 months ago
**Our Story**:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect and innovation.
This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.
**Our Team**:
Public Health and Paramedic Services works to build healthy and supportive communities. The Strategy, Performance and Organizational Standards Division supports all of Public Health and Paramedic Services in areas of strategy, finance, logistics, administration, quality and health information management, creating an efficient and effective workforce.
**The Opportunity**:
As Administrative Assistant (Public Health & Paramedic Services) you will provide administrative and staffing support to the Strategy, Performance & Organizational Standards Division, including budget tracking and confidential administrative assistance to the Director and committees.
You will coordinate the Division’s budget expense tracking and inform the Manager of errors and discrepancies. You will obtain authorization for purchases related to departmental nursing practice and obtain authorization from Manager for departmental purchases. You will coordinate the divisional training budget and provide budget information for quarterly updates to the Director.
You will run reports in the time and attendance management system for casual nursing staff, for the Manager.
You will have regular contact with job applicants, the public, external organizations.
You will maintain files (e.g., financial documentation, recruitment documentation) and update tracking documents related to budget, recruitment, and student placements.
You will provide support during the orientation process for new departmental staff, deliver orientation sessions and assist with the coordination of staff training.
You will provide administrative support to the departmental student placement program, respond to student inquires, and coordinate the department’s student preceptorship program. You will liaise with university, college, and hospital staff to facilitate placement requests and ensure timely completion of departmental documentation.
You will have the responsibility of providing confidential administrative support to the Director and to committees. You will schedule meetings and events and coordinate conference and workshop arrangements.
You will prepare documents and organize information for the divisional management team. You will review documents and recommend edits for management and departmental staff.
You will coordinate posting to the intranet (e.g., minutes, membership lists, event photos, SOPs).
You will use your skills and experience to lead administrative updating of departmental standard operating procedures (e.g., edits and formatting; tracking and assigning numbers; coordinating review process; notifying staff of deadlines and updates).
You will have the opportunity to take on special projects, participate on project teams, and provide administrative support (e.g., preceptor recognition).
You will notify other administration staff to place office supply orders for divisional staff and students, prepare purchase orders and payment requisitions and ensure authorization. You will complete and forward forms to Finance when working with new vendors, ensure correct authorization and return of rental agreements to vendors and prepare facilities work orders, as requested.
You will review monthly travel expense claims for divisional staff and students, obtain authorization and submit it to Finance, ensure receipts and account numbers are included.
You will hold a purchasing card for program and departmental expenses, as authorized by management. You will obtain quotes and orders supplies from vendors, arrange servicing of office equipment, and notify administrative staff when journal vouchers are required.
You will act as Records Assistant for the Division per corporate standards.
You will provide administrative support per the departmental Emergency Response Plan.
You will perform some duties of the Senior Administrative Assistant in that incumbent's absence.
You will perform related duties as required.
Knowledge and skills normally acquired through a post-secondary education in a related field, plus related experience.
Knowledge of office and administrative procedures, word processing, communication, and basic accounting skills.
Knowledge of and ability to comply with policies, procedures, and related legislation (e.g., privacy, accessibility, health protection and p
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