Admin Assist

1 month ago

Kingston, Canada Kingston Health Sciences Centre Full time

**Title**:Admin Assistant

**Department**:Ambulatory Care Services

**Position Number**:50015452

**Hours of Work**:Full-Time Position; Days

**Salary**:Class 02 - $48,722-$58,466

**Union**:Non-Union

**Location**:Hotel Dieu Hospital Site

**PRIMARY FUNCTION**

Reporting to the Program Operational Director, this position provides office and patient administration services to the Director, the program managers and staff within the Ambulatory Care Services portfolio.

This includes:

- The preparation of correspondence, proposals and presentations, reception, screening/sorting and redirecting of mail, documentation and records management, recording, preparation of meeting agendas, recording and producing meeting minutes.
- Calendar coordination for Director. Book meetings and arrange supplies.
- Prepare and process agreements, procurement/capital acquisition, contracts, invoices and requisition forms.
- Communication with other program leaders, medical practitioners, health care organizations, community members and employees as required.
- Act as an information conduit receiving and managing sensitive and/or confidential information and escalating as appropriate.
- Plan and coordinate special events, meetings, and retreats, ensuring arrangements, speakers, teleconferencing and audiovisual equipment bookings, room set-ups, preparation and distribution of pertinent materials for meetings and special functions.
- Maintain employee records, databases, schedules.
- Generate annual, monthly and quarterly reports, including those for budgets, expenses, statistics and audits.
- Maintain policy and procedure manuals and files. Including Standard Operating Procedures.
- Manage content on intranet at the direction of the Director of Ambulatory Care.
- Maintain inventory levels of office management supplies, materials and minor equipment and monitor associated budgets.
- Participate on committees, projects and /or special events.

**RESPONSIBILITIES & DUTIES INCLUDE**:

- Manage confidential People Services information, i.e. new hires, change forms, terminations, CARF, etc. using SAP
- Work confidentially and collaboratively with director and managers, i.e. participation in creating job descriptions, postings for staff, equipment procurement. Maintains records for program; using shared drive for all users; record-keeping
- Manage absence requests ensuring payroll information conveyed to Director
- Financial Responsibilities: Ordering of office supplies (Grand and Toy and external vendors) and equipment /office furniture, electronic purchases for the programs. Creating/obtaining approvals and submitting stat caps, UHKF, travel reimbursement. Manage minor capital and true capital requests (which includes obtaining price quotes, identifying and completing entries in the shared capital file), completing cost pressure and variance reports. Use of specific software i.e. SAP, Capital Req. site, PCS
- Manage Director’s calendar, meetings, program council and committees.
- NOTE - The above duties are representative but are not to be construed as all-inclusive._

**BASIC QUALIFICATIONS**:

- College Diploma in Business Administration or equivalent education and experience
- Minimum 3 years administrative experience in the health care field
- Strong knowledge of Microsoft Office as well as SAP, PCS, Career Hub and Kronos systems with regard to People Services, Finance and reimbursements
- Minimum of 55 w.p.m.
- Above average written and verbal communication skills, including good grammar, composition and spelling
- Strong organizational skill with the ability to work under pressure and meet deadlines is essential
- Excellent interpersonal skills with ability to communicate effectively, courteously and tactfully with all types of people
- Experience of Continual Quality Improvement practices (preferred)
- Proven ability to attend work regularly.
- Satisfactory criminal reference check and vulnerable sector search required.

**PHYSICAL REQUIREMENTS**:
The applicant must be able to meet the physical demands of this position.
- We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices._
- If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team._

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