Program Administrative Assistant

3 weeks ago

Mississauga, Canada Trillium Health Partners Full time

**Job Description**:
_____________________________________

**Position: Program Administrative Assistant**

**File#:2024-36337**

**Status: Permanent Full-Time**

**Dept.Health System: Medical Education Office**

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

**Posted: January 31, 2024**

**Internal Deadline: February 7, 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**

When we set out to build our vision and future, we connected with our community - patients, families, visitors, physicians, staff and volunteers. The foundational goals of our new strategic plan - quality, access and sustainability - anchor everything we do. Our mission for a new kind of health care is built on an inter-connected system of care organized around patients - inside and outside the hospital.

At THP, we are relentless in providing high quality, compassionate care to our communities and take great pride in fostering an inclusive and accessible environment and we are all accountable for contributing to a healthy, safe and respectful environment for healing and promoting excellence in patient care though advancing patient and staff safety. If you are passionate about what you do, motivated to improve the health of the community, committed to excellence, quality and patient safety we would like you to join our Better Together team

As partners in creating a new kind of health care, we are Better Together.

**JOB PURPOSE AND SUMMARY**
The Education Office is seeking a motivated Administrative Assistant to support administrative and operational duties within our program. This position reports directly to the Director, Education and works in close collaboration with the Academy Director, Mississauga Academy of Medicine and the Education Office Leadership Team. The Administrative Assistant will support the education office leadership team through calendar management, meeting management and day-to-day activities associated with running the education office. This role acts as the primary point of contact for education at Trillium Health Partners.

**JOB DUTIES AND RESPONSIBILITIES**

Works across all locations of Trillium Health Partners to support and fulfill a range of key responsibilities including:

- Provides administrative support (calendar management, setup and booking of audiovisual equipment, meeting scheduling etc.) for Director, Education and the Mississauga Academy of Medicine Academy Director
- Supports Education Office team meetings through calendar management, agenda circulation and minute taking etc
- Responsible for the day-to-day management and administrative tasks to support the education office across all sites of Trillium Health Partners
- Orders supplies and materials and reconciles their use
- Manages payroll and secures approvals prior to the end of each pay period
- Manages departmental invoices and secures approvals from the leadership team
- Manages education office files and documents, including online shared folders
- Tracks and supports Education Office staff annual training
- Coordinates Education Office staff onsite scheduling in alignment with Flex First (remote working policies)
- Responsible for device management within the education office (phones, mobile devices, computers and laptops) as well as the coordination of monthly mobile device attestations
- Reports on faculty appointments and acts as a liaison to triage physicians and physician offices / administrative support requests on faculty appointment renewals
- Liaises with Medical Administration on physician status changes within Trillium Health Partners
- Supports committees as necessary, including agenda development, meeting setup and minute taking
- Establishes and maintains effective partnerships with the Faculty of Medicine at the University of Toronto, University of Toronto Mississauga and other relevant external stakeholders
- Establishes and maintains effective relationships with hospital leadership, physicians, program leadership, preceptors, clinicians and staff across the organization;
- Assists in the promotion of interprofessional education programs
- Travel between all three sites of Trillium Health Partners is required
- Regular full time position, with flexibility to work outside of regular business hours to meet stakeholder needs as necessary

**JOB SPECIFICATIONS**

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