Admin Assistant Director Care Experience, Quality

4 months ago

Toronto, Canada Unity Health Toronto Full time

The Senior Director, Care Experience, Quality and Safety and the Director, Quality Improvement and Operational Excellence are recruiting for an Administrative Assistant (AA) to provide administrative support functions. This includes calendar management and anticipation of scheduling needs, committee work within the departments, acting as a liaison with internal and external departments and partners, editing, formatting reports, presentations and correspondence, payroll time entry and overall coordination of departmental activities.

**DUTIES AND RESPONSIBILITIES**:
- Support and coordinate business operations for leaders, directors and managers across the network- Coordinates and maintains electronic calendar/schedule for the Directors by anticipating and leveraging requirements, priorities and needs of the busy executive and provides necessary appointment logistics, pertinent information, contact requirements;
- Provides administrative support through the editing, formatting and occasional preparation of a variety of documents (e.g. reports, legal agreements, letters, minutes/agendas, presentations, etc.).
- Independently manage logistics associated with programming including but not limited to: room bookings, catering, equipment booking
- Prepares and distributes large agenda packages for recurring committee meetings.
- Coordinates project & program activities, including working with internal and external partners, working groups, steering committees and project teams to operationalize and monitor tasks, milestones and expenses for specific programs, as assigned.
- Coordinates special projects and events as assigned.
- Acts as the initial point of contact to those connecting with the Quality, Operational Excellence, Care Experience and Patient Safety offices both internally and externally.
- Successfully builds internal and external relationships
- Acts as an information conduit, receiving and managing sensitive and/or confidential information and disseminates highly confidential documents.
- Responds to and facilitates resolution of urgent situations
- Ensures prompt communication of messages from internal and external stakeholders and facilitates follow-up communication, using appropriate judgment and discretion, using tone and language appropriate to the situation.
- Provides interim coverage and support to other Administrative Assistants as required.
- Assists in budget preparation, monitors and submits expenses, and generates various expense reports based on hospital policies and the Broad Public Sector Accountability Act expense directives
- Assists in the coordination of staff recruitment
- Oversees payroll for teams

**QUALIFICATIONS**:

- Successful completion of an Office Administration Program, College Diploma or Bachelor’s Degree.
- Ideally has five (5) years of experience working in an administrative position in health care or educational institutions.
- Demonstrated ability to work independently and as well as part of a team
- Strong written and verbal communication skills.
- Excellent time management and prioritization skills
- Excellent customer service skills.
- Strong organizational skills.
- Meticulous attention to detail
- Demonstrated flexibility in responding to predictable and unpredictable work demands
- Ability to function in a dynamic, professional environment.
- Advanced computer skills in a Microsoft Office Applications (Word, PowerPoint, Excel, Outlook); database and spreadsheet, and virtual meeting experience required.
- Demonstrated good judgment and discretion; compliance with confidentiality requirements.
- Excellent attendance and punctuality record.
- Social media, accessible communication, and / or graphic design skills an asset.

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