Administrative Assistant to The Manager, Cdip

**Job Description**:
**Administrative Assistant to the Manager, CDIP (Seniors Oral Health)**

**Public Health - Chronic Disease and Injury Prevention**

**Status**:(1) Regular Full Time

**Salary Range**: $51,815 - $64,770 per annum (plus comprehensive benefits)

**Work mode**:Hybrid* _see below for more details about this work mode_

**Location**:7120 Hurontario St., Mississauga, ON

**Hours of work**: 35 hour/week

Administrative Assistant to the Manager provides confidential administrative services to both Manager and Supervisors of the team. You will manage, research, resolve and respond to routine enquiries relating to divisional issues for Management team and front line staff.

This role will interact with the divisional management team to ensure a coordinated and cohesive approach to administrative matters. It will involve coordinating meetings and managing logistics of special events, anticipating the Manager's needs with respect to upcoming events and ensures the Manager is prepared.

**What you will do in this role**:

- Monitoring paper/electronic mail inbox and calendar to ensure the timely and sensitive handling of requests, reports, documents and meeting requests to and from the Manager's office; prioritizing, organizing and scheduling appointments, meetings, deadlines etc.; compiling and organizing information for further analysis and presentation to senior management
- Providing assistance to the Manager and Supervisor(s) in the recruitment and interview process (e.g. booking interviews, scheduling meeting rooms, preparing and forwarding relevant paperwork, collapsing the competition file, assigning and setting up workstations, ensuring new employee has all required tools and info)
- Assisting in the preparation of program and divisional budgets, quarterly reports and supporting documentation; retrieving and reviewing Revenue & Expenditure reports; updating Variance reports for Supervisors’ comments and Manager’s review
- Researching and responding to complaints; managing routine correspondence and requests with a commitment to high standards of service
- Keeping current of issues facing the division and identifying action items where appropriate
- Analyzing existing and introducing new, innovative approaches to maximize efficiency and customer service
- Liaising with the Divisional Director, Managers, Supervisors and their Administrative Assistants/Supports to support the Divisional Management team in carrying out their day-to-day business, projects and planning activities
- Assisting in the resolution of routine internal/external enquiries pertaining to divisional issues, and coordinating responses to requests for data and information; first point of contact for front line staff, assisting with troubleshooting problems, enquiries and direction
- Working in a self-directed manner within a collaborative team environment, and dealing with multiple tasks and shifting/changing priorities.
- Liaising independently with external partners and Regional staff with professionalism, discretion and diplomacy
- Providing support, mentoring and guidance to Administrative Support staff
- Preparing, organizing and maintaining confidential personnel files
- Arranging attendance at conferences, workshops, special events and seminars for Managers, Supervisors and front line staff, including travel and accommodation needs
- Creating and maintaining databases and/or spreadsheets to support division-wide reporting (e.g. divisional inventory, gapping, FTE counts, emergency notification database, telephone lists, seniority list, workstations, laptop keys and codes)
- Creating and maintaining position numbers (team restructuring, transfers, new hires, inactive and contract positions)
- Ensuring the accuracy of expense claims, invoices and cheque requisitions, and liaising regularly with Accounts Payable, Finance and Payroll; accurately preparing on-line purchase requisitions, journal entries, Express PO's
- Responsible for purchasing goods on behalf of the division utilizing P-Card; P-Card reconciliation as per Regional policy for Administrative Assistant and Manager’s P-Card
- Ensuring timely and accurate entry of data into PATS for staff absences, vacations and lieu time
- Providing program and administrative support to committees within and across the division when required
- Managing EIM system administration for CDIP, including management of users, user groups, permissions, folders and workspaces
- Responsible for administering, reconciling, and replenishing petty cash on a monthly basis or more frequently as necessary
- Assisting with the coordination and team reconfiguration of office moves, including the review of floor plans, workstation assignment, office equipment and file cabinet placement etc.
- Assisting with the coordination of resource and storage areas

**What the role requires**:

- Secondary school graduate plus post-secondary office administrative education or related field combined with a