Student Centre Administrative Assistant

2 weeks ago

Toronto, Canada Scarborough Health Network Full time

Across 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. We are also proud to be named one of Canada’s Most Admired Corporate Cultures for 2023 Learn more at

FOR EXTERNAL APPLICANTS ONLY: As a condition of employment, you are required to submit proof of full COVID-19 vaccination status to the Hospital’s Workplace Health and Safety department. Fully vaccinated: having received the full series of a COVID-19 vaccine or combination of COVID-19 vaccines approved by WHO (e.g., two doses of a two-dose vaccine series, or one dose of a single-dose vaccine series), and having received the final dose of the COVID-19 vaccine at least 14 days ago.

The completion of this online form serves as your application and will be used to determine if you meet the requirements of this position. Please ensure that you have provided all pertinent information necessary to be considered for this vacancy by the close date.

The Administrative Support for the Student Centre is responsible for ensuring smooth operations and efficient utilization of space and resources within the student centre. This role involves facilitating various activities, events, and services offered within the student centre environment through administrative tasks, customer service, and logistical support. The admin will report directly to the Education Director to provide admin support, and help in creating programs and courses that the student centre will run.

Responsibilities:

•Coordinate and manage the booking process for student centre spaces, including meeting rooms, event halls, study areas, and recreational facilities
•Maintain an organized booking system, ensuring accurate scheduling and timely communication with stakeholders
•Assist users in understanding booking policies, availability, and procedures
•Manage education email inbox
•Collaborate with different departments to identify training needs and objectives that can be addressed through courses and programs hosted at the student centre
•Assist in designing curriculum, selecting instructors, and developing materials for training courses and programs
•Coordinate scheduling and logistical arrangements for training sessions, ensuring seamless execution
•Oversee the distribution and allocation of resources within the student centre, such as audiovisual equipment, furniture, and other amenities
•Monitor inventory levels and coordinate replenishment of supplies as needed
•Provide guidance to users on accessing and utilizing available resources effectively
•Receive quotes and contact external vendors for new equipment, tech, supplies, etc.
•Send standard/forms/announcements/reminders to trainees and preceptors
•Support Education Centre with calendar and meetings, taking minutes, and circulating meeting documents
•Maintain accurate records of bookings, resource usage, and related administrative documents
•Assist in preparing reports, surveys, and evaluations to assess the effectiveness of student centre services and initiatives
•Handle administrative duties such as filing, data entry, and correspondence to support the overall functioning of the student centre office
•Contribute to the promotion of student centre services, events, and resources through various communication channels, including social media, newsletters, and campus announcements

Requirements:

•Degree or diploma in office administration, healthcare or other related discipline
•Minimum two (2) years recent working experience in customer service or administrative support
•Excellent communication (oral, written, and telephone) and interpersonal skills
•Exceptional proficiency in conceptualizing and executing change management strategies.
•Must be extremely detailed oriented and demonstrates ability to prioritize tasks appropriately
•Advanced proficiency with MS Office Suite

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