Administrative Assistant

Job Description:
To provide administrative support services to the Informatics and Technology Services Leadership team, including the Program Director and Managers, as well as oversight of the program Administrative Assistant in maintaining the efficient operation of the program. This role has responsibility for client facing interaction, report preparation, file maintenance, formatting complex documents for presentation to senior leaders, board of directors and regional partner leadership, meeting coordination, minute taking and processing confidential correspondence from internal and external parties. This role actively collaborates with the other program Leaders and Assistants in support RVH programs.

**Education**:

- Community College Diploma in a related discipline
- Completion of a medical terminology course or comprehension of medical terminology an asset

**Experience**:

- Progressive administrative experience supporting leaders, preferably in a health care environment
- Experience in the management and coordination of leader schedules

**Competencies**:

- Demonstrated commitment to maintaining strict confidentiality
- Superior multi-tasking, analytical and problem-solving skills
- Strong organizational, prioritization and time management skills
- Excellent interpersonal and communication skills
- Adaptable to changes and able to work flexible hours in a fast-paced work environment
- High level of professionalism, initiative and creativity
- Must have a positive nature, can-do attitude and be a team player
- Must be able to compose letters and deal with routine correspondence
- Ability to take and transcribe minutes

**Responsibilities**:

- Provide administrative decision-making leadership to the administrative program personnel, including direct oversight and supervision to the program’s Administrative Assistant to ensure program needs are met.
- Drafting and proofing correspondence, presentations, reports, invoices, etc.
- Facilitate the necessary paperwork for timely completion, approval and submission of various Ministerial and Provincial Agency/Institution reports
- Supporting the portfolio, preparing schedules, meeting materials, invoices etc. as required and facilitating communication program/hospital wide
- Support the portfolio by preparing and distribution leadership materials
- Assist and support with the portfolio recruitment activities by posting positions in the PeopleSoft RMS system, scheduling interviews, complete necessary paperwork, and schedule required orientation, working closely with RVH Human Resources Recruiters and Consultants
- Lead user for new information technology systems related to admin support for reporting and procurement on finance, human resources and purchasing
- Support and co-ordinate the portfolio through any applicable moves, (Purchasing, communication, etc.)
- Coordinating and monitoring Director ITS, Clinical Services and portfolio managers internal/external including regional hospital meetings on a priority basis, handling scheduling conflicts, meeting room logistics and travel arrangements
- Preparation and distribution of agendas and documentation for meetings to allow for timely review of meeting materials, attend meetings to take minutes and track action items
- Prepare, review and proof all documentation submitted for ITS leadership signature
- Prepare, review and proof all documentation submitted for VP, EVP, CFO and CEO signature
- Interacting with internal/external contacts with a high degree of professionalism
- Apprising the portfolio of any updates and/or potential problems as they occur
- Maintaining flexibility to respond to urgent requests and priorities
- Attend and/or book meetings on behalf of the portfolio as required
- Review all incoming invoices, expense forms, etc. noting issues
- Maintain appropriate budget files and records
- May include providing support as required to the Regional Chief Information Officer and Senior Administrative Assistant