Executive Assistant I

4 weeks ago

Oshawa, Ontario, Canada Lakeridge Health Full time

Administrative Coordinator I

Department: Academic Affairs & LHEARN
Program: Medical Affairs
Status: Regular Full Time
Schedule: 8 Hour Shifts, Days (Subject to Change)
Location: Oshawa
Wage Schedule: $38.240 per hour

POSITION OVERVIEW:

The LHEARN (Lakeridge Health Education and Research Network) Centre serves as a significant hub for education, training, and advanced simulation at Lakeridge Health (LH). Reporting to the Manager of Academic Affairs & LHEARN, the Administrative Coordinator will facilitate the daily functions of Academic Affairs and the LHEARN Centre. This includes engaging with both internal and external stakeholders, coordinating courses and events, providing marketing support, and managing financial documentation.

KEY RESPONSIBILITIES:

  1. Coordinate room reservations and manage related administrative tasks, including setup, catering, and directing stakeholders to appropriate services.
  2. Support clinical training for various programs by collaborating with instructors, participants, and the Medical Simulation Specialist.
  3. Assist with onboarding processes for students and staff as necessary.
  4. Provide scheduling and administrative assistance to preceptors, education leads, and the Academic Affairs program as needed.
  5. Organize LHEARN events, including scheduling educational sessions, coordinating with speakers, assisting with course accreditation, and overseeing registration and amenities.
  6. Prepare materials for events and courses, including presentations, marketing content, agendas, and other essential documents.
  7. Offer administrative support, including taking meeting minutes, for the LH Education Council.
  8. Create and distribute marketing and communication materials for the LHEARN Centre, such as newsletters, website updates, and promotional postcards.
  9. Deliver exceptional customer service to both internal and external stakeholders.
  10. Utilize independent judgment and practical problem-solving skills to address issues as they arise.
  11. Provide basic Audio-Visual (AV) support to users of the LHEARN Centre.
  12. Act as the Health and Safety representative for the Academic Affairs and LHEARN program.
  13. Explore, develop, and implement wellness initiatives for the team.
  14. Report to the Manager of Academic Affairs & LHEARN regarding opportunities for operational improvement and efficiency.
  15. Perform other duties as assigned.
REQUIREMENTS:
  1. Experience in an administrative or customer service role, ideally within a healthcare or educational environment; Office Administration Diploma is an asset.
  2. Intermediate proficiency in computer applications, including Microsoft Word, Excel, Outlook, PowerPoint, Teams, SharePoint, and Canva.
  3. Strong communication and interpersonal skills, with a focus on excellent customer service.
  4. Ability to assess inquiries and challenges, exercising sound judgment in making appropriate referrals.
  5. Demonstrated capacity to work efficiently and independently amidst frequent interruptions.
  6. Proven success in organizing and prioritizing work assignments effectively.
  7. Ability to manage multiple tasks concurrently and demonstrate self-motivation.
  8. Detail-oriented with a results-driven approach.
  9. Commitment to understanding and adhering to Lakeridge Health's comprehensive safety programs and practices.
  10. Consistent attendance record with the ability to maintain this standard.
  11. Willingness to accommodate occasional evening work as required by events.
  12. Flexibility to work across various sites as needed (remote work is not suitable for this role).
  13. Experience in event planning is a significant advantage.
  14. Skills in digital and/or print design are beneficial.
EMPLOYMENT CONDITIONS:

The terms and conditions of employment align with Lakeridge Health's policies and procedures.

Lakeridge Health appreciates all applicants; however, only those selected for an interview will be contacted.

Successful external candidates must provide a satisfactory Criminal Investigation Reference for the vulnerable sector, dated within the last six months.

Accommodation will be provided throughout the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Applicants should communicate their needs in advance.

Lakeridge Health values inclusion and diversity, striving to foster a culture that is respectful, inclusive, and accessible, while employing a workforce that reflects the diverse community served. As an equal opportunity employer, we welcome applications from all qualified individuals.

Lakeridge Health is dedicated to ensuring a safe and healthy work environment and preventing the transmission of COVID-19 among team members and patients. New team members will be required to provide proof of full vaccination for COVID-19 during their Post-offer/Pre-employment Health Assessment, subject to any exemptions recognized under the Ontario Human Rights Code.

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