Senior Administrative Assistant

1 month ago

Brampton, Ontario, Canada William Osler Health System Full time
Job Summary

We are seeking a highly skilled and organized Senior Administrative Assistant to provide administrative support to the Hospital Information System (HIS) team. The successful candidate will be responsible for coordinating a range of initiatives, managing schedules, and preparing meeting materials.

Key Responsibilities
  • Manage the schedules of HIS leadership and coordinate meeting arrangements
  • Prepare meeting agendas, documents, and presentations
  • Coordinate interviews with HIS leadership
  • Develop and maintain documents, reports, and databases using office software
  • Prepare standard forms and reports for decision-making purposes
  • Facilitate the implementation of tools and templates for project deliverables
  • Draft memorandums, letters, and emails in response to routine questions
  • Conduct background research and compile data for reports
  • Develop and maintain filing systems, including confidential information
  • Prepare and file documents containing highly confidential information
  • Create and maintain standard operating procedures for the role
  • Assist with inquiries about the HIS project and coordinate responses
  • Take initiative to support department operations
  • Maintain regular communication with leadership and develop relationships with project stakeholders
  • Process finance expense forms, invoices, and travel arrangements
  • Investigate budgetary and financial issues on behalf of the HIS project AVP
  • Process timekeeping records for payroll purposes
  • Coordinate logistical requirements for meetings and external events
  • Perform technical, specialized, complex, and difficult office administrative work
  • Coordinate reviews for attestation and mandatory training sessions
  • Set up system and security access for new hires
  • Assist with equipment distribution and setup for HIS project team members
  • Coordinate repair and maintenance of office equipment and supplies
  • Assist with third-party vendor acquisitions for the HIS project team
  • Work with HIS leadership on team building initiatives
  • Provide administrative support to the HIS team and its governance structure
Qualifications
  • Bachelor's degree required
  • Two to three years of experience as an administrative assistant or equivalent experience
  • Advanced proficiency with office software, specifically Microsoft Office, the internet, and electronic data management systems
  • Excellent oral and written communication skills and ability to interact with all levels of employees
  • Experience in conducting background research and internet searches
  • Exceptional organizational and time management skills in a fast-paced environment
  • Demonstrated ability to maintain a fast work pace while managing multiple priorities with strict deadlines
  • Demonstrated diplomacy in dealings with others
  • Problem-solving and judgment capabilities
  • Enthusiasm for learning and adapting to changing responsibilities
  • Demonstrated interest in learning the objectives of the department to add value to the organization
  • Must demonstrate Osler's Values of Respect, Excellence, Service, Compassion, Innovation, and Collaboration
Additional Information

Hours: Currently days (subject to change in accordance with operational requirements)

This is an Onsite First role: Roles that frequently support direct patient care or have dedicated hours when they are available to patients, team members, and/or other partners

Salary
Minimum: $60,216
Maximum: $75,270

Application deadline: October 22, 2024

#LI-LM1

Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process, please notify Human Resources at human.resources@williamoslerhs.ca.

While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.

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