Admin Assistant, Facilities Management

Company Bio
North York General is one of Canada's leading community academic hospitals with a vision to deliver World-Class Care, 24/7. Affiliated with the University of Toronto, our multi-site campus supports our diverse community through every stage and life-defining moment by providing a wide range of acute care, ambulatory and long-term care services.

What defines North York General goes beyond exceptional quality care. Our superpower is how we deliver that care – the unparalleled compassion we bring to every encounter, during the moments that matter. Through partnerships, collaboration and academic endeavours, we seek to set new standards for People-Centred Care—a cornerstone of our culture and central to our Mission: People-Centred Care for a healthier community.

North York General is a member of the North York Toronto Health Partners, an Ontario Health Team that integrates local care with patients, primary care and community partners.

We are proud to be a place where the best people come to learn, grow and innovate. Join North York General to accelerate your career

Position Summary
Administrative Assistant - Facilities, Planning and Redevelopment
Your goal in this position is to provide administrative support in a professional and customer focused manner, and to provide a full range of administrative support to the daily activities of the Director, Facilities and Support Services, the Director, Capital Planning and the Manager, Redevelopment. The Administrative Assistant will be responsible for maintaining key information systems, including DMS Echo, SharePoint and other file systems. They will also support capital project processes by documenting and supporting the evaluation of project and space requests, issuing of Purchase Requisitions and updating of project and departmental financial information as required by the project team. This position supports the Hospital's academic mandate by advancing care through teaching and learning and/or transforming care through research and innovation. This position contributes to the shared responsibility of ensuring health and safety policies are followed to provide for a healthy environment for staff, physicians, volunteers, learners, patients and families.

On a practical level, you will

• Provides specialized administrative support using demonstrated judgement, initiative, and independence to assist the Director, Facilities & Support Services; Director, Planning; Manager, Redevelopment in achieving program and organizational objectives.
• Coordinates the departments schedules and activities as they relate to facilities and support services operations, capital projects and redevelopment.
• Maintains payroll and timekeeping for Facilities and Support Services, Capital Planning and Redevelopment.
• Provide collaborative support for the organization, liaises with the VP Executive Assistants
• Coordinate and plans meetings including preparation and documentation of agendas, minutes (meeting attendance required), work plans and project charters and the room setup (IT, computer, etc.)
• Compose and edit the correspondence and the reports.
• Coordinate efforts across teams to ensure timely delivery of necessary materials.
• Effective management and respond to information and/or document requests.
• Compiles and disseminates material/documents related to programs activities.
• Manages and maintains the on-line drawing management system
• Supports the project team with project administration, including managing project and space requests, updating of project financial information and facilitating approvals
• Assembles and maintains project documentation, including the management of as-built drawings, closeout documentation and ongoing project documentation
• Manages confidential information in compliance with North York General policies and procedures and PHIPA
• Update and maintain departmental websites
• Develop reports and PowerPoint presentations as required
• Support onboarding and setting up new staff
• Manage and track software licenses (CAD, Bluebeam, Adobesign, etc) for Planning and Redevelopment Staff
• Provides support committees and working groups, including Space Management and Sustainability Committees, responsible for scheduling, minutes, and coordination and documentation
• Collects data and prepares information for the sustainability Committee, including preparation of utility data reports.

Qualifications

• Secretarial Courses or diploma or certificate in Office Administration, Undergraduate degree preferred.
• At least three years in a senior secretarial position with administrative experience
• Proficiency in Computer Applications, including Microsoft Office, Visio, AutoCAD
• Experience working with facilities, capital planning and redevelopment departments in a hospital setting
• Ability to produce high quality work in accordance with Hospital standards required.
• Ability to work well under pressure and use good judgment in assessing difficult situations required.
• Familiarity with construction/technical documents and drawings is an asset
• Bilingualism in French/English an asset

What We Offer
Working at NYGH
means working with a dynamic team of fellow HR professionals, healthcare providers, staff, and volunteers in one of Canada's leading hospitals.
This is a Full-Time Regular position, with 8 hours shifts, Day shifts, in the Facilities, Planning and Redevelopment Department.
We offer a highly competitive total compensation package that includes benefits, pension, and vacation. If you were searching for more reasons to consider joining the wonderful team at NYGH, check out some features of our Total Rewards package by visiting

How To Apply
Think you're the right person for the job? Here's your first chance to show us why:

• Ensure to meet the deadline - only applications received by the closing date will be considered.
• We will review all applications and will contact those selected for an interview.

Closing Statement
At North York General, we are committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live, including those with disabilities. North York General is committed to providing accommodations in all parts of the hiring process. If you require an accommodation, we will work with you to meet your needs.