Administrative Assistant, Milk Bank

The Rogers Hixon Ontario Human Milk Bank is looking to hire an administrative professional to provide critical support to the Milk Bank program at Sinai Health.

About The Rogers Hixon Ontario Human Milk Bank
Located at our Mount Sinai Hospital campus, the Rogers Hixon Ontario Human Milk Bank is the sole human milk bank in Ontario. We collect, process, and distribute pasteurized donor milk to medically fragile hospitalized infants across the province

With about 1,500 low birth weight babies born in Ontario annually, our mission is crucial. Around 70% of preterm babies in the province lack sufficient volume of their parent's milk, which is essential for vital nutrients and immune protection. Donor milk significantly improves health outcomes for preterm infants, reducing serious complications.

The Milk Bank is regularly involved in research projects. Our team's contributions frequently lead to authorship in presentations and publications.

In This Role You Will

• Provide administrative, logistical, and communications support to the program director, including updating of CVs
• Coordinate donor-shipping logistics, manage the shared inbox for shipping requests, and arrange couriers for incoming and outgoing shipments
• Ensure completion and documentation of donor health updates prior to the receipt and processing of milk
• Schedule meetings, book space, support meeting preparation, and manage scheduling conflicts in line with program priorities
• Support activities and follow up for key meetings (e.g. track items for agendas, prepare agendas, coordinate materials, take and distribute minutes, etc.)
• Support the coordination of key departmental activities (e.g., Human Milk Banking Association of North America accreditation, document preparation and formatting reports)
• Run weekly operations reports and distribute to key stakeholders
• Provide administrative support for new Milk Bank initiatives
• Answer and prioritize phone and email inquiries, forwarding to team members as appropriate, while also confirming the receipt of donations
• Manage bi-monthly donor health updates to maintain accreditation and compliance with the Human Milk Banking Association of North America
• Support document filing, maintenance and distribution
• Assist in the maintenance of the office filing system, retrieve files and other documents as required
• Support quality improvement efforts, digitization, and process optimization efforts across Milk Bank operations and research
• Format and disseminate key documents
• Contribute to ongoing Milk Bank research activities in collaboration with the University of Toronto
• Coordinate financial activities including account and cost center oversight, invoice processing, and payment administration through the Pro-Card system
• Manage invoice processing and payment workflows to ensure operational efficiency
• Oversee donor milk orders from partner hospitals, and liaise with finance to ensure accurate payments and seamless operations
• Administer and process payments through hospital accounts (Pro-Card)
• Coordinate routine program purchases (e.g. office supplies, etc.)
• Coordinate the processing of payroll for office employees as needed
• Perform other duties consistent with the job classification as required

Job Requirements
Mandatory

• Successful completion of a college diploma in a related field from an accredited educational institution
• 3 years of related experience in administrative support role
• Applicants with equivalent recent and related training and experience may be considered

Preferred

• Previous experience working within a clinic/healthcare environment with exposure to medical terminology

Skills and Knowledge

• Proficient in Microsoft Office: Word, Excel, Outlook, PowerPoint, etc.
• Proficiency with setting up video and audio conferencing through Zoom, Teams and other platforms as required
• Superior work ethic, professionalism, resourcefulness, dependability, reliability and diplomacy
• Maintains highest level of ethical standards and confidentiality related to patient information, personal health information, and other sensitive information/data
• Client focused with strong time management, organizational and self-planning skills; displaying flexibility by adjusting work schedule according to changing priorities, meeting demanding deadlines and producing high quality work
• Demonstrated ability to work collaboratively as a team member
• Excellent problem solving skills with the ability to prioritize competing demands
• Proven ability to make decisions, exercise judgment and take initiative in dealing with confidential information and/or in responding to time sensitive inquiries, both clinical and academic/administrative
• Flexible with ability to work efficiently in a fast-paced, multitasking and dynamic environment
• Demonstrated satisfactory work performance and attendance history

If this sounds like you and you feel ready to build your administrative career within health care, apply now and let us know why you'd be a great addition to our team.