Admin Assistant-manager, Nursing and Health

2 weeks ago

Toronto, Canada St. Joseph's Health Centre Full time

The primary role of an Administrative Assistant is to coordinate departmental needs, provide secretarial support for interprofessional practice and education, and provide secretarial support to the Managers of Nursing and Health Disciplines Practice & Education.

**Duties and Responsibilities**
- Maintain departmental procedures and protocols;
- Type memorandums, letters, and other business support information as requested by the Managers
- Edits presentations, reports, minutes/agendas, policies, procedures and forms
- Manage and update Health Disciplines data tracking and payroll spreadsheets
- Order and keep an inventory of office supplies and equipment;
- Create agenda, and take and type minutes from meetings
- Provides continuous coordination and support for weekly and monthly meetings including all Practice Councils and Subcommittees
- Perform other clerical duties particularly related to Orientation and various Discipline’s celebratory weeks (Nursing Week, IPP Week, Health Discipline’s Weeks/Months etc.) such as photocopying, faxing, and mailings;
- Coordinate and distribute weekly, bi-weekly and monthly communications;
- Liaise with multiple stakeholders, such as educational institutions, internal and external stakeholders in collaboration with Managers;
- Update manuals, departmental checklists and other Practice related documents;
- Design and develop visual identity elements for various projects;
- Edit submissions for various presentations for use at conferences and conventions;
- Responsible for the publication and distribution of weekly newsletters and council updates, such as Medical Advisory Committee reports;
- Assist in organizing events;
- Responsible for scheduling system, employee vacation and sick time, lieu time, departmental payroll.
- Takes initiative to triage and problem solve system issues by following up with appropriate internal stakeholders
- Schedule regular Manager/Supervisor meetings
- Organize and schedule recurring weekly, monthly and quarterly meetings for Managers
- Assists with on boarding activities such as setting initial meetings with Manager and new hires, as well as, 3 month follow up meetings and preparing some materials
- Provide administrative support to Interprofessional Practice and Education teams
- Oversees some accounts and payables in collaboration with Managers
- Reserve meeting rooms for Practice Councils and other meetings (i.e. Central Booking System / Department Rooms)
- Record, prepare and distribute minutes for departmental weekly and monthly meetings
- Schedules meetings with clinical/non-clinical management teams
- Collect and organize all meeting documentation (i.e. agenda / information handouts)
- Prepare sign-in sheets for all meetings, where necessary
- Follow-up on action items from meetings
- Completes other duties and special projects as assigned
- Performs cross functional and other duties** **including providing absences coverage for cross-site departmental admin assistants

**Knowledge and Skills**
- Successful completion of a recognized Office Administration program or equivalent;
- Ability to communicate clearly and fluently in English;
- Excellent interpersonal and communication skills;
- Consistently shows good judgment and discretion;
- Works well under pressure;
- Highly organized and efficient time manager;
- Problem solver.

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