Administrative Assistant, Person-centred

4 weeks ago

Toronto, Canada Canadian Partnership Against Cancer Full time

**Overview**:
The **Cancer Systems and Innovation Division** supports initiatives to improve equitable access, to better experiences and outcomes, and to advance reconciliation throughout Canada’s cancer system. The division enables system change with data, research, innovation, and modelling. Work of the division is primarily accomplished through partnerships across Canada to implement evidence-informed and co-developed solutions, encompassing everything from prevention and screening to diagnosis and clinical care through to palliative care and survivorship.

**Overview of role**:
The **Administrative Assistant**, Person-Centred Perspective (PCP) and Screening support the Cancer Systems and Innovation Division in carrying out projects and initiatives to achieve organizational priorities. With a dual-reporting relationship to the Director of Person-Centred Perspective/Prevention and Director, Screening, the incumbent provides administrative support and works collaboratively with both teams. As a highly organized professional with strong administrative skills, this position delivers on the tasks of the job while contributing to CPAC’s overall vision to reduce the burden of cancer on all Canadians.

**Core Responsibilities & Activities**:
**Communication**:

- Acts as the front-line contact for both teams with internal and external partners & stakeholders.
- Maintains knowledge of overall activities and priorities for the organization to better serve the division.

**Calendar Management & Meetings**:

- Coordinates the scheduling of recurring partner meetings.
- Performs on-going review of team, and organizational calendars in order to act proactively for up-coming meetings, events, and conferences.
- Assists in the preparation of meetings by providing all background material and supporting the formatting and branding of agendas; reports; and PowerPoint presentations as required.
- Coordinates and facilitates internal/team meetings by taking minutes, summarizing, and communicating Action items.
- Manages logistics such as booking rooms; cater events; coordinating speaker logistics and arrangements; preparing name tags; ensuring IT (e.g. Teams, audio visual, projection) is available and in working order; clean-up/set-up of meeting rooms.
- Facilitates the coordination of virtual meetings (e.g., breakout rooms, polling).
- Books appointments based on knowledge of corporate priorities and divisional goals, acts proactively to avoid schedule conflicts.
- Manages external meeting logistics including local, provincial, and international travel arrangements for Director, and team members as required using CPAC’s preferred travel provider.

**General Administration**:

- Maintains filing systems (shared and divisional) ensuring documents are accessible and secure.
- Actively seeks input, direction and provides reminders to Director and team about the Contacts Relations
- Management System (CRM) and adds to, updates, utilizes, and maintains the CRM.
- Makes photocopies, scans documents, edits and formats correspondence and reports, proofreads documents, and creates mailing lists.
- Matches packing slips to invoice and submits for payment, tracks, and codes divisional expenditures, including Director’s corporate credit card.
- Reviews and/or prepares expense and travel reimbursement requests with adherence to Travel/Finance Policies and Procedures.
- Actively participates and collaborates with the Partnership Support Team to facilitate more effective and efficient processes and a commitment to achieving shared goals.
- Works closely with Corporate Services to plan events using centralized services while seeking the most economical method and following all policies, procedures, and processes.
- Provides back-up administrative support to other teams and rotation for Front-Office coverage.
- Monitors inventory and order office supplies.
- Monitors and tracks subscriptions and memberships and flag renewals.
- Performs other duties and ad hoc projects as required.

**Competencies**:
The Partnership has core competencies which describe the behaviours we expect to be exhibited by staff. While the role overview and accountabilities describe what the successful incumbent will do, the competencies describe how we expect them to do it. The competencies are a key element to how the Partnership measures performance. There are five universal competencies which need to be exhibited by all staff.

**Universal Competencies**:

- Inclusion
- Contributes to a work environment where all people feel safe, have a sense of belonging, feel valued for their differences, and are empowered to participate and contribute freely.
- Collaboration and Teamwork
- Works well with others both internally and externally to achieve individual goals, team goals, and/or organizational goals. Understands that a combined effort leads to greater results than those achieved by individuals.
- Organizational Awareness
- Contributes by aligning actions with

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