Program Administrative Assistant

4 weeks ago

Mississauga, Canada Trillium Health Partners Full time

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

**Dept**: Capital Planning & Redevelopment

**Posting ID**: 2024-36978

**Role Level**: Admin Clerical (AC06-$29.90-$37.42)

**Status**: Permanent Full Time

**Site**: Mississauga Hosptial

**Shift**: Monday-Friday (Daytime)

**Posted**: March 25, 2024

**Internal Deadline**: April 1, 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, the Queensway Health Centre, and the Reactivation Center at Humber. 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**

Trillium Health Partners is currently in the planning stages of a long term infrastructure plan announced by the Ontario government which has dedicated significant funding to support the construction of new hospital projects across Ontario. As part of this plan, THP is growing the multi-disciplinary team that will lead planning for the redevelopment and expansion of both the Mississauga Hospital and Queensway Health Centre sites. With constant inputs on design and planning considerations from all the respective expertise on the team, our goal is to work together to ultimately produce a holistic and inclusive design.

**Position Overview**:
Trillium Health Partners is seeking an experienced Program Administrative Assistant to join its Capital Planning and Redevelopment portfolio. Reporting to the Director, Planning & Design (M-Site) the Program Administrative Assistant will be responsible for supporting THP’s Broader Redevelopment Project (BRP) including, M Site, Q Site, and FFE/ICAT.

**The **M Site project** is a full replacement of the existing Mississauga Hospital. The new build will accommodate acute beds and a full complement of clinical and non-clinical support programs.

**The **Q Site project** is the addition of a 352-bed inpatient tower to the existing site. The new tower will provide care to the community that requires rehab and complex continuing care.

**FFE & ICAT** is the portfolio of the project responsible for the design, procurement, and implementation of all furniture, fixtures, technology, and equipment for the new Mississauga Hospital (M Site) and the new Queensway Health Centre Tower (Q Site).

**Responsibilities**
- Provides senior-level administrative support to the Capital Planning & Redevelopment Leadership Team Directors, including but not limited to detailed daily calendar management, payroll entry, expense report management, processing invoices and purchase orders, meeting and event coordination, room booking and audiovisual and videoconference equipment set up, minute-taking and review/triage of incoming correspondence
- Prepares briefings, meeting agendas, all user memos, Powerpoint presentations and composes complex correspondence on behalf of leadership
- Monitors and coordinates document preparation, ensuring that documents are ready by established deadlines. Complies, proofreads and formats reports and other documents and presentations.
- Responsible for managing the day-to-day logistics and coordination of the Capital Planning & Redevelopment Leadership Team
- Independently carries out all assigned responsibilities and provides general departmental administrative support
- Manages and monitors payroll reports and tracks vacations as required
- Manages departmental supplies and equipment ordering, invoicing and securing of approvals from management
- Manages Capital Planning & Redevelopment Leadership Team files and documents, including online shared folders and SharePoint site
- Responsible for device management within the department, including, but not limited to phones, mobile devices, computers, copiers and laptops
- Acts as primary Capital Planning & Redevelopment Leadership Team contact for general enquiries, including room booking requests and disseminates/prioritizes requests as necessary
- Manages document and contract approval and sign-off processes for the Capital Planning & Redevelopment
- Coordinates and manages the processing and tracking of complex consultant and project contracts. Supports with Request for Proposal procurements.
- Coordinates and manages departmental policies and procedures; engagement, approvals and preparing / posting to Paradigm
- Liaises with Finance, Risk, Occ. Health, Shared Services West and other departments as necessary to support operational activities and reporting
- Establishes and maintains effective relationships with management, program leadership and staff across the organization
- Other duties as may be assigned from time to

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