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Student Centre Administrative Assistant

4 months ago

Toronto, Canada Scarborough Health Network Full time

**Company Biography**:
Across our three hospitals and eight satellite sites, **Scarborough Health Network (SHN)** is shaping the future of care. Our many programs and services are designed around the needs of one of Canada’s most vibrant and diverse communities. We are home to North America’s largest nephrology program, as well as the designated cardiac care and spine centre for Scarborough and surrounding communities to the east. We are proud to be a community-affiliated teaching site for the University of Toronto and partner with a number of other universities and colleges, helping to train the next generation of health care professionals. We are also proud to be named one of **Canada’s Most Admired Corporate Cultures** for 2023 Learn more at shn.ca

**FOR EXTERNAL APPLICANTS ONLY**: _As a condition of employment, you are required to submit proof of full COVID-19 vaccination status to the Hospital’s Workplace Health and Safety department._ **Fully vaccinated**: having received the full series of a COVID-19 vaccine or combination of COVID-19 vaccines approved by WHO (e.g., two doses of a two-dose vaccine series, or one dose of a single-dose vaccine series), and having received the final dose of the COVID-19 vaccine at least 14 days ago.

**Position Overview**:
The Administrative Support for the Student Centre is responsible for ensuring smooth operations and efficient utilization of space and resources within the student centre. This role involves facilitating various activities, events, and services offered within the student centre environment through administrative tasks, customer service, and logístical support. The admin will report directly to the Education Director to provide admin support, and help in creating programs and courses that the student centre will run.

**Company Vacancy/Request for Transfer**:
**Responsibilities**:

- Coordinate and manage the booking process for student centre spaces, including meeting rooms, event halls, study areas, and recreational facilities
- Maintain an organized booking system, ensuring accurate scheduling and timely communication with stakeholders
- Assist users in understanding booking policies, availability, and procedures
- Collaborate with different departments to identify training needs and objectives that can be addressed through courses and programs hosted at the student centre
- Assist in designing curriculum, selecting instructors, and developing materials for training courses and programs
- Coordinate scheduling and logístical arrangements for training sessions, ensuring seamless execution
- Oversee the distribution and allocation of resources within the student centre, such as audiovisual equipment, furniture, and other amenities
- Monitor inventory levels and coordinate replenishment of supplies as needed
- Provide guidance to users on accessing and utilizing available resources effectively
- Receive quotes and contact external vendors for new equipment, tech, supplies, etc.
- Send standard/forms/announcements/reminders to trainees and preceptors
- Support Education Centre with calendar and meetings, taking minutes, and circulating meeting documents
- Maintain accurate records of bookings, resource usage, and related administrative documents
- Assist in preparing reports, surveys, and evaluations to assess the effectiveness of student centre services and initiatives
- Handle administrative duties such as filing, data entry, and correspondence to support the overall functioning of the student centre office
- Contribute to the promotion of student centre services, events, and resources through various communication channels, including social media, newsletters, and campus announcements

**Requirements**:

- Degree or diploma in office administration, healthcare or other related discipline
- Minimum two (2) years recent working experience in customer service or administrative support
- Excellent communication (oral, written, and telephone) and interpersonal skills
- Exceptional proficiency in conceptualizing and executing change management strategies.
- Must be extremely detailed oriented and demonstrates ability to prioritize tasks appropriately
- Advanced proficiency with MS Office Suite

**Accommodation Statement**:
Scarborough Health Network (SHN) embraces and celebrates our community’s unique multicultural heritage and diversity. SHN is an equal opportunity employer, dedicated to a culture of inclusiveness and diversity reflecting our diverse patients, staff and community alike. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

Learn more about our exciting opportunities by following SHNCareers on Twitter and on Instagram.