Administrative Assistant

Description Join us in building a world of possibility Holland Bloorview Kids Rehabilitation Hospital is Canada’s largest pediatric rehabilitation hospital. We are a top 40 Canadian research hospital that is fully affiliated with the University of Toronto, and we serve over 9,000 families annually. Our vision is to support the most meaningful and healthy futures for all children, youth and families. Providing both inpatient and outpatient programs and services, Holland Bloorview is renowned for its expertise in partnering with clients and families to provide exceptional care and is the only organization to ever achieve 100 per cent in three successive quality surveys by Accreditation Canada. Holland Bloorview has won numerous awards including Greater Toronto's Top Employers, Canada's Top Employers for Young People and Canada's Most Admired Corporate Cultures. We offer an inspiring, inclusive, innovative, and collaborative work environment with competitive compensation and benefit packages and programs that support ongoing learning and professional growth.  Position Summary This Administrative Assistant position provides comprehensive administrative and operational support to the Manager Communication and Writing Aids (CWAS), Early Learning & Development (ELD), the Manager of Access and Flow and the Brain Computer Interface (BCI) leads. This role ensures the efficient functioning of day-to-day operations through expert calendar management, coordination of meetings and events, and accurate handling of program data, payroll, and reporting. The incumbent contributes to a culture of organization, collaboration, and continuous improvement while maintaining confidentiality and professionalism in all interactions. This role is structured as follows: regular part-time (0.75 FTE) and temporary part-time (0.25 FTE), for a total of 1.0 FTE. Key Responsibilities Manage complex calendars and schedules, including arranging meetings, appointments, and conferences; demonstrate advanced proficiency in Outlook calendaring. Prepare, edit, and distribute reports, correspondence, and meeting materials (agendas, minutes, attachments, presentations). Coordinate orientation and onboarding for new staff, including access requests, Action Forms, and system setup. Provide administrative and logistical support for committees, projects, and program initiatives as required. Support planning and execution of special events, conferences, and workshops, including registrations, travel, catering, and room bookings. Record, respond to, and direct client, family, and external inquiries in a professional and timely manner. Reconcile corporate VISA accounts and process purchase orders, expense claims, and staff monthly expense reports. Enter and verify team payroll information in Meditech; maintain vacation and absence tracking calendars. Update and manage clinician Meditech calendars when new appointments or services are added or removed. Maintain office organization, including files, manuals, supplies, and shared databases. Track, manage, and distribute program devices (laptops, MiFi units, cell phones, client equipment) and maintain accurate staff inventory lists. Request, collect, and compile annual submissions for TDSB and Surrey Place (ASR) in alignment with program MOUs. Develop and update service delivery documentation, process flow charts, and program guidelines. Enter and analyze monthly and quarterly PEAR data, providing comparative reports for program review. Create, maintain, and analyze Excel databases (e.g., CWAS caseload by clinician) to support data-informed decision-making. Gather and organize information for capital budget submissions and related reporting. Participate in quality improvement initiatives and promote a safe, inclusive, and client-focused work environment. Perform other administrative duties as assigned to support the overall effectiveness of the team. Qualifications Graduate of a college program or equivalent. Minimum of 3 years administrative assistant experience, preferably in a healthcare setting. Strong organizational skills High level of attention to detail Works collaboratively within a team environment Significantly skilled with MS Office Products: Excel, Word Power Point and Outlook able to: Generate Excel spreadsheets with advanced formatting and filtering options. Create Word documents with advanced formatting and layouts. Ability to use mail merge and track changes. Produce impactful customized PowerPoint presentations. Coach others to use MS Office software programs an asset. Be a calendar delegate for those they support and use enhanced MS Outlook calendar management options and virtual meeting applications (Teams, Zoom) Ability to use and trouble-shoot with audiovisual equipment