Admin Asst-ontario Health Team

3 weeks ago

Thunder Bay, Canada Thunder Bay Regional Health Sciences Centre Full time

**Administrative Assistant**

500 Donald St E, Thunder Bay, ON P7E 5V3, Canada Req #66
- Wednesday, February 8, 2023

City and District of Thunder Bay Ontario Health Team

**Administrative Assistant**

**Full-Time, Temporary (12 Months)**
- The City and District of Thunder Bay (CDTB) Ontario Health Team (OHT) is seeking a self-motivated, organized and passionate individual to the support the OHT in implementing foundational structures, processes and projects that will improve care for the people we serve._

**Position Summary**:
The Administrative Assistant will report to the Implementation Lead of the City and District of Thunder Bay (CDTB) Ontario Health Team, which works in close relationship with the OHT Leadership Team on behalf of the broader OHT Collaboration Council.

The Administrative Assistant is essential to executing an ambitious Vision for the City and District of Thunder Bay OHT. This position offers a dynamic work environment and suits someone who is self-directed and enjoys all aspects of administrative work, in particular working with diverse partners across multiple organizations.

This role is a great opportunity to share a passion for supporting our health system as this position will support the work of over 30 health and social service partners in the City and District of Thunder Bay.

This role requires a self-motivated and energetic individual who enjoys a variety of independent responsibilities and is able to thrive in a role requiring ongoing prioritization of multiple different demands. This individual’s energy, pride and professionalism will set the tone for accomplishing our goals.

**Primary Responsibilities/Accountabilities**:
1. Supports and assists the Implementation Lead in the coordination and administration of general activities of the OHT by planning and organizing their workflow on a daily basis and/or weekly, monthly or annual basis.

2. Conducts daily management of the Implementation Lead calendar, exercising judgement to manage competing priorities.

4. Maintains the electronic filing system for the Implementation Lead and broader OHT Working Groups and Advisory Councils.

5. Performs tasks related to the OHT budget and facilitates vendor reimbursements, ensuring accuracy against agreements.

6. Facilitates the contract sign off and procurement sign off processes for the Implementation Lead.

7. Coordinates processes for travel and expense reimbursements in keeping with OHT policies and procedures.

8. Arranges travel, plans itineraries, and agendas for travel-related meetings in keeping with OHT policies and procedures.

9. Coordinates the functioning of the Collaboration Council, ensuring conformance to approved governance, including reporting structures for Working Groups and Advisory Councils.

10. Organizes, schedules and drafts agendas and other meeting material for OHT meetings, ensuring all meeting material is of consistent, high quality and is circulated as per agreed timelines.

11. Prepares briefing notes, memos, letters, reports and proposals.

12. Manages proposals’ submissions processes for OHT proposals.

13. Manages report submission processes for contractual arrangements.

14. Attends, records and prepares minutes and any necessary correspondence, and initiates necessary follow-up on documents and action items.

15. Coordinates speakers and presentations; arranges video-conferencing and sets up and tests technical equipment for events and meetings.

16. Coordinates activities and events of some projects, in particular coordinating work of Working Groups/Advisory Councils of the OHT.

17. Provides services in a manner that is consistent with the OHT mission, vision, values and principles.

18. Performs other duties as required.

**Qualifications and Experience**

1. Degree or Diploma in Business or Office Administration.

2. Four years administrative experience or business experience.

3. Regular work attendance and the ability to work flexible hours as required.

**Skills and Abilities**

1. Excellent attention to detail.

2. Good oral and written communication skills.

3. Strong sense of professionalism.

4. Strong grammar skills.

5. Independent thinking and problem solving where challenging situations can unexpectedly arise requiring quick decisions and immediate action.

6. Proficiencies in a wide range of business software including such programs as Microsoft Word, Excel, PowerPoint, Visio, Project, etc.

7. Interpersonal skills and the ability to interact with individuals from various and diverse backgrounds, both within and outside of organization

**Other**:
Secondment of a person with experience in the health and social care system within the City and District of Thunder Bay is an option.

Preference will be granted to someone who lives in the CDTB OHT region.

Valid Driver’s license required and access to a reliable vehicle as travel in own vehicle is needed within CDTB OHT region is required.

Position is work from home with in pers

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