Administrative Assistant

Job Number: JR101990

Job Title: Administrative Assistant & Clinical Student Placement Coordinator, Professional Practice

Job Category: Clerical

Hospital Location: Centenary Site

**Job Type**: Temporary (Fixed Term), Full time

Contract Duration: 13 months

Number of Positions: 1

Hours: Days

Across our three hospitals and eight satellite sites, Scarborough Health Network (SHN) is shaping the future of care. Our many programs and services are designed around the needs of one of Canada’s most vibrant and diverse communities. We are home to North America’s largest nephrology program, as well as the designated cardiac care and spine centre for Scarborough and surrounding communities to the east. We are proud to be a community-affiliated teaching site for the University of Toronto and partner with a number of other universities and colleges, helping to train the next generation of health care professionals. SHN is the recipient of the Excellence in Diversity and Inclusion Award, from the Canadian College of Health Leaders, for our work led by the Organizational Development and Diversity Department on our Leading edge Communities of Inclusion, Inclusion Calendar and our innovative Health Equity Certificate programs. We are also proud to be named Canada’s Most Admired Corporate Cultures for 2023 Learn more at

shn.ca

Job Description:
Responsibilities:
- Overseeing the Professional Practice student clinical placement portfolio including the organization and facilitation of affiliation agreements, student placement acceptance/rejection, student account access, scheduling and booking of orientation spaces, and utilizing programs such as Alchemer and HSPnet to communicate with internal and external stakeholders on processes- Build partnerships with academic partners, and be the point of contact for academic placement officers, clinical instructors and clinical health professional students- Liaise with program Directors, Managers and Practice leaders for unit and department capacities and preceptors each term, and coordinate with security and information system departments for student access- Establish close relationships with Human Resources and Organizational Development including, coordination of new hire onboarding, orientation, and specialty events- Determine and establish office procedures, follow and maintain procedural documentation, and identify and recommend improvements in processes and procedures- Support standard administrative operations such as mail processing, filing (electronic and paper), record keeping, faxing, photocopying, scanning, collating and organizing, and mail correspondence.- Establish, implement and ensure appropriate systems are in place to enable the department's efficient operation. Identify and establish appropriate methods, systems, or formats for sorting, storing, and retrieving information files and/or documents.- Preparation of complex minutes, agendas, and conference bookings including teleconference and MS Teams/Zoom setup- Coordinating, scheduling and confirming appointments for the Director, utilizing considerable judgement and rescheduling according to changing priorities- Coordinate administrative office operations. Ensure a professional look of the environment including the reliable operations of the communication devices of the department- Design and produce effective and attractive communication and presentation materials such as tables, spreadsheets, charts and graphs, PowerPoint presentations, posters, flyers, and brochures under direction or with mínimal direction for completion- Order and maintain office supplies inventory and ensure accessibility. Prepare purchase requisitions, generate purchase orders, process and reconcile expenses and invoices. Assist with routing to the appropriate queues for approval- Other duties as assigned

Requirements:
- Degree or diploma in office administration, healthcare or other related discipline.- Minimum 3-5 years of recent working experience as an assistant, or secretary with working knowledge of medical terminology.-
- Excellent communication (oral, written, and telephone) and interpersonal skills with a well-developed customer service focus: dealing effectively with internal customers, the community and regional partners.- Proven effective organizational abilities, using self-direction and sound judgment to prioritize workload and coordinate multiple competing demands and deadlines.- Proven decision-making and problem-solving skills to anticipate the needs of the Program and make recommendations to resolve issues- Proven ability to handle sensitive and confidential issues and information professionally- Demonstrated ability to work with mínimal supervision, perform well in a hectic and stressful environment, and have strong initiative and ability to follow up and follow-through on duties- Previous experience supporting projects is an asset- Previous experience with EPIC, SAP, Workday, UKG, Alchemer, and HSPnet is an asset