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Administrative Assistant Team Leader
3 weeks ago
**Job Description**:
The Administrative Assistant Team Leader will provide confidential and efficient administrative support services to the Program leadership and staff. As the Administrative Assistant Team Leader, you will provide confidential administrative support services to the Program Operations Director, Program Managers and oversight of Program Administrative Assistant(s) in maintaining the efficient operations of the program. In coordinating the day-to-day activities of the office, this role has responsibility for report preparation, maintaining files, formatting complex documents, and meeting/event planning. This role actively collaborates with the other Program Administrative Assistants in supporting RVH programs. In addition, collaborates with the Senior Administrative Assistant Team and the Senior Leadership Team they support. They will also be a communications link between the health centre, the public and department staff.
**Education**:
- College Diploma in Office Administration or equivalent required
- College level course completed for Medical Terminology or equivalent required
**Experience**:
- Progressive administrative experience supporting a senior level manager/executive within a health care environment required
- Experience in the management and coordination of senior managers/executive schedules an asset
- Demonstrated ability to take and transcribe minutes required
- Demonstrated ability to follow up with external stakeholders where required an asset
- Strong computer skills including MS Office Suites (Outlook, Word, Excel and PowerPoint, Visio, SharePoint) required
- Strong organizational, prioritization and time management skills required
- Experience supporting Manager/Director level leadership required
- Experience working in healthcare is preferred
**Competencies**:
- Demonstrated professionalism, initiative, creativity, and self-direction
- Demonstrated interpersonal skills
- Demonstrated commitment to customer service skills
- Demonstrated ability to communicate effectively using both oral and written format
- Demonstrated ability to be flexible and adaptable to a changing work environment
- Demonstrated ability to prioritize and function effectively in a busy environment
- Demonstrated problem-solving ability and organizational skills
- Demonstrated ability to work independently and collaboratively as part of a team
- Demonstrated ability to function in a multi-task environment
- Demonstrates commitment to maintaining confidentiality
- Demonstrated technical skills - computer software and audio-visual equipment
- Must possess the ability to work in an environment where there is constant interruption
**Responsibilities**:
- Provide administrative decision-making leadership to the administrative program personnel, including direct oversight to the program’s Administrative Assistants 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
- Support and co-ordinate the portfolio through any applicable moves, (Purchasing, communication, etc.)
- Coordinating and monitoring Operations Director 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
- 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
- Maintain adequate stock of stationary, office supplies and equipment at all times
- Order and receive all products necessary for the function of the department
