Administrative Assistant

Job Number: JR Job Title: Administrative AssistantJob Category: ClericalHospital Location: Consilium PlaceJob Type: Permanent, Part timeNumber of Positions: 1Minimum - Maximum Hourly Rate: $33.521 - $38.86Hours: DaysAcross our three hospitals and eight satellite sites, **Scarborough Health Network (SHN)** is shaping the future of care. Our many programs and services are designed around the needs of one of Canada’s most vibrant and diverse communities. We are home to North America’s largest nephrology program, as well as the designated cardiac care and spine centre for Scarborough and surrounding communities to the east. We are proud to be a community-affiliated teaching site for the University of Toronto and partner with a number of other universities and colleges, helping to train the next generation of health care professionals. SHN is the recipient of the 2021 Excellence in Diversity and Inclusion Award, from the Canadian College of Health Leaders, for our leading edge work on Communities of Inclusion, Inclusion Calendar, Health Equity Certificate Program and much more. We are also proud to be named**Canada’s Most Admired Corporate Cultures for 2023 and 2024** Learn more at**Job Description:****Position Overview:** The Administrative Assistant provides administrative and clerical support to ensure a smooth and efficient operation of the office. This role is responsible for managing a wide rang of organizational, communication and coordination tasks, serving as a key point of contact for staff and visitors. The Administrative Assistant plays a vital role in supporting efficient daily operations, promoting effective communication and contributing to a positive and professional office environment. Employees in this position are required to work on-site.**Key Responsibilities:** * Provides administrative support to ensure safe and efficient operations of the Consilium Place.* Greet staff and visitors and responds to general inquiries, triaging as appropriate.* Manages email inbox, triaging as appropriate, to ensure all inquiries are addressed or redirected.* Maintains distribution list for the departments at Consilium Place, including its internal stakeholders (e.g. Security and Parking) and external stakeholders/contractors/vendors (e.g. Colliers, Indigo Parking, Steri-Cycle etc.).* Produce, edit, and distribute announcements* Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.* Receive quotes and contact external vendors for new equipment, tech, supplies, etc.* Prepare purchase requisitions and issue purchase orders.* Responsible for coordinating and tracking action items (maintenance requests, supply orders and deliveries, incoming and outgoing mail, courier services, Shred-It services, water supply, photocopier) and working with stakeholders to ensure deliverables are met.* Maintain accurate records, update databases, and ensure documents are well-organized and accessible.* Coordinate and manage the booking process for spaces as required.* Coordinate and manage site visits for immunizations, fire drills etc. as required.* Oversee the distribution and allocation of resources within the space such as audiovisual/technology equipment, furniture, and other amenities.* Provide guidance to users on accessing and utilizing available resources effectively.* Supporting employee and visitor access to suite, including but not limited to arranging parking, arranging food/catering orders etc.* Anticipate team needs, identify gaps in processes, and take initiative to propose and implement solutions that enhance efficiency and effectiveness.* Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.* Participate in other tasks as required to support the operations at Consilium Place.* Serve as a key point of contact for staff and visitors.* Assist in scheduling meetings, appointments and conference calls while coordinating meeting logistics, including room bookings and material preparation.* Perform other administrative duties as assigned to support overall office operations.**Requirements:** * Diploma or degree in Office Administration, Healthcare, Business Administration, or a related discipline.* Minimum two (2) years of recent experience in an administrative support or customer service role, preferably within a hospital, healthcare, or academic setting.* Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams).* Strong ability to organize, prioritize, and multitask in a fast-paced environment with high attention to detail.* Ability to draft professional communications and develop reports or presentations.* Excellent oral and written communication skills to effectively interact with faculty, learners, executives, and external stakeholders.* Strong ability to build positive relationships, collaborate with various departments, and provide exceptional service.* Demonstrates strong problem-solving skills and the ability to make informed decisions.* Takes initiative in streamlining workflows, identifying gaps, and implementing process improvements.**Working Conditions** * Location: The main site is Consilium Place* Schedule: Regular part-time position, with on-site presence.* Travel: Travel between SHN hospitals (Centenary, General, and Birchmount) as required. *This opportunity is posted to support the recruitment of an existing vacant position.**Accommodation and Diversity Statement: Scarborough Health Network (SHN) embraces and celebrates our community’s unique multicultural heritage and diversity. SHN is an equal opportunity employer, dedicated to a culture of inclusiveness and diversity reflecting our diverse patients, staff and community alike.**We are committed to fostering an environment of equity and inclusivity where every person can work and receive care safely, openly and honestly. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, nation of origin, genetics, disability, age, veteran status, marital or family status, belief system, or other factors related to one’s personal identity and/or values.**We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.* *Learn more about our exciting opportunities by following SHNCareers on* *,* *, and* *.*At Scarborough Health Network (SHN), our people are our greatest asset. They come from all over the world and bring diverse perspectives to enhance the compassionate and innovative care we provide our patients and their loved ones.We celebrate what makes people unique and believe that a safe, fulfilling and balanced work environment is just the start. We recognize and reward our teams, prioritize access to continuing education and create meaningful opportunities for growth and development. At SHN, you can enhance your career while by opening doors to new experiences and possibilities within our vibrant and inclusive community.We are a culture that empowers and inspires. This means everyone feels welcomed, respected, supported and valued and able to fully participate in the workplace. We are doing this through by creating awareness, providing education resources, empowering staff-led Communities of Inclusion, and providing growth and career opportunities. We are proud to offer mentorship programs to encourage collaboration and to support international employees, and our EnRoute training and career#J-18808-Ljbffr