Program Administrative Assistant

3 weeks ago

Mississauga, Canada Trillium Health Partners Full time

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

**File #**: 2024-37659

**Status**:Temporary Full Time (1)

**Dept/Program**:Surgery and Peri-Operative Programs

**Hours of Work/Shifts**: 37.5 Hours/Week - Monday to Friday

**Site**:Credit Valley Hospital

**Posted**:May 24, 2024

**Internal Deadline**:May 31, 2024

Trillium Health Partners (THP) is the largest community based academic health network in Ontario serving over one million residents in the communities of Mississauga, Peel Region and West Toronto. The hospital encompasses three main sites - Credit Valley Hospital, Mississauga Hospital, and Queensway Health Centre - offering a full range of acute care hospital services, as well as a variety of community-based specialized programs.

**Position Summary**:
A high achieving, self-motivated individual with exceptional organizational skills and demonstrated commitment to customer service will excel in this position. You must possess the ability to work in a fast-paced and constantly changing environment and able to disseminate complex information and maintain effective working relationships with the program leadership and all internal and external stakeholders. You are proactive, dynamic and able to anticipate the needs of those you support without waiting for instruction.

Reporting to the Clinical Program Director, Surgery and Peri-Operative Services, the Administrative Assistant will be responsible to support the administrative activities for the Surgery Program Director, Medical Chief and the Peri-Operative Medical Director as well as the program leadership team. Key responsibilities include:- Developing, distributing and maintaining accurate materials/records for meetings/events and interview (agendas, presentations, minutes, interview guides)- Preparing, editing and distributing communications, presentations and briefing notes- Creating and maintaining data bases (excel spreadsheets) to support program administrative activities- Supporting corporate and program committees- Managing professional staff on call schedules, recruitment process, stipends,- Organizing quarterly and annual program events/rounds- Managing payroll

**Key Qualifications and Experience**:
- Grade 12 combined with 2 years of community college secretarial and/or equivalent clinical administration experience required.- Demonstrated ability to accurately prepare, edit, distribute and file documents (correspondence, agendas, minutes, presentations) manage payroll, and maintain office supplies.- Advanced technical skills in Windows, MS Word, PowerPoint, Outlook, Excel, videoconference and teleconference set up- Demonstrated ability to accurately coordinate multiple electronic calendars to schedule meetings, interviews, administrative activities and/or events (book rooms, teleconference, videoconference, catering, etc.) with the ability to proactively problem resolve calendar conflicts.- Proven ability to work collaboratively to develop effective relationships with all members of an inter-professional team (internal and external customers and partners)- Self-directed with effective communication (oral and written) and interpersonal skills with the ability to work independently and with mínimal supervision- Experience with general accounting and file management to support processing and tracking of invoices- Project management skills an asset- Positive work ethic and attendance record- Ability to travel across sites as required
- Trillium Health Partners is an equal opportunity employer committed to fostering a healthy, safe and respectful environment for healing, based on our values compassion, excellence and courage. To be Better Together, we commit to fostering a respectful workplace culture that promotes a safe and supportive environment for everyone who provides care, supports caregiving, receives care or visits the hospital._
- In accordance with the _Accessibility for Ontarians with Disabilities Act, 2005_ and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation._
- All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act._
- Trillium Health Partners is identified under the French Language Services Act._

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