Administrative Assistant to The Manager
2 weeks ago
**Job Description**:
**Administrative Assistant to the Manager**
**Health Services**
**-**
***
**Communicable Diseases**
**Division**
**Status**:(1) Regular Full Time
**Salary Range**:$53,110.00 - $66,389.00 (plus comprehensive benefits)
**Work mode**:(Hybrid)*
_see below for more details about this work mode._
**Location**:7120 Hurontario street, Mississauga, ON
**Hours of work**:35 hour/week
Reporting to the CD Manager, this position will provide confidential administrative support services and work cooperatively with the divisional management team to ensure a proactive, coordinated, and cohesive approach to administrative matters. This position will involve working in a self-directed manner within a collaborative team environment and dealing with multiple tasks, shifting/changing priorities.
**What you will do in this role**:
- Supports administrative work for people leaders reporting to Manager within the Communicable Diseases Division.
- Maintains appointment schedules, Outlook tasks, and assists with drafting documents
- Manages and handles meeting logistics including agenda preparation and minutes of meetings
- Processes invoices and P-Card reconciliations for manager
- Data entry of staff absences and requests for leave
- Assists management team in the recruitment and onboarding processes
- Supports staff education activities including registration and event organization
- Analyzes and reviews existing processes and suggests new, innovative approaches to maximize efficiency and customer service
- Handles sensitive/confidential documents such as letters of offer, budget, STD/LOA/WSIB claims, and program planning.
- Maintains staff vacancy report
- Run financial reports and participates in budget meetings with Finance
- Maintains IT inventory and training tracking tools
- Liaises with internal departments such as Accounts Payable, Payroll, Purchasing and Human Resources and external agencies and vendors
- Anticipates and responds to requests for information, reports and meetings and distributes as per protocol
- Purchases equipment and supplies for program as needed
- Provides coverage and coordination with the Administrative Assistants in the Divisional Management Team
- Independently networks with divisional Administrative Assistants to review divisional processes, ensure the smooth flow of information, and communicate technical computer information and responses to staff
- Provides program and administrative support to internal and external committees
- Coordinates reports to the Ontario Ministry of Health and Long-Term Care, the Ontario Agency for Health Protection and Promotion and other similar governmental bodies (e.g., monthly OHIP claims)
- Participate in program priority setting and planning meetings as needed.
- Performs other related duties as required.
**What the role requires**:
- Secondary school graduate plus post-secondary office administrative education or related field combined with a minimum of three years relevant experience or an equivalent combination of experience and education
- Exercises tact, diplomacy, and maintains confidentiality of sensitive information
- Proven ability to problem-solve and be pro-active
- Ability to work in a self-directed manner within a collaborative team environment
- Effective time management and organizational skills and the ability to deal with shifting/changing priorities and competing demands
**Skills/Abilities**:
- Strong technical skills with ability to adapt to new technology and digital strategies, to support people leaders
- Excellent written and verbal communication skills to interact effectively and professionally with colleagues and clients at all levels
- Strong time management and organizational skills
- Excellent writing skills needed for drafting responses and minute taking
- Excellent customer service and detail oriented
- Ability to anticipate and mitigate conflicts
- Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias
- Knowledge/experience working with databases and client documentation systems is considered an asset (e.g., EMRs, iPHIS, Panorama)
- Knowledge of CD on-call, clinical services, case and contact management and outbreak management is considered an asset
- Comprehensive Health, Dental, Vision benefit plan including psychological health (effective start date)
- Automatic enrolment into OMERS pension plan (where applicable)
- Accrue Vacation on a monthly basis (where applicable) up to 3 weeks per annum
- 3 Paid personal days and floating holidays
- Flexible hours supporting your wellness and wellbeing
- Annual performance review and merit increases based on performance
- Supportive leadership and a culture of respect and inclusion
- Access to tuition reimbursement (where applicable) and learning and development resources
**Work Mode & Job Location**:at 7120 Hurontario Street, Mississauga, ON
In this role y
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